Fleet planning
Your guest list and hotel spread become a vehicle mix and a wave schedule — how many VIP vans, how many shuttles, how many waves per pickup cluster.
Occasions · the fleet
One coordinator, not twelve drivers
A managed guest fleet for weddings, galas and corporate nights — vehicles matched to your guest count, a written run-sheet, marshals at every pickup, and one person your planner talks to.
In short
An event fleet is a managed transport operation, not a list of cars for hire. We convert your guest list and hotel spread into a vehicle mix and a wave schedule, staff the venue with marshals, and give your planner one coordinator — so nobody is chasing individual drivers at midnight.
- Waves depart on the sheet, not when a van feels full
- Marshals in position thirty minutes before each pickup
- A spare vehicle held in staging on larger fleets
Fleet planning
How many vehicles your guest count needs
Indicative shapes, assuming guests are spread across two or three hotel clusters. Your actual plan is built from the real manifest.
- VIP van
- Shuttle van
- Coach
- Up to 20 guests
- 1 × VIP van · 2 × Shuttle van
- One VIP van for the couple or principals, two shuttles running a single wave. No marshals needed at this size — the coordinator handles it directly.
- 20 to 60 guests
- 2 × VIP van · 5 × Shuttle van
- Two or three waves per cluster. This is the size at which a written run-sheet stops being a nicety and starts being the thing that makes the evening work.
- 60 to 120 guests
- 2 × VIP van · 4 × Shuttle van · 2 × Coach
- Coaches take the bulk, shuttles cover the hotels a coach cannot reach, VIP vans stay dedicated. Marshals at the venue entrance and the two largest hotels.
- Above 120 guests
- 3 × VIP van · 4 × Shuttle van · 4 × Coach
- Quoted from the manifest rather than from a table. At this scale the staging plan matters more than the vehicle count, and we walk the venue driveway beforehand.
Coaches above roughly 60 guests come through vetted partner operators, always under our coordinator's run-sheet and standards. We say that plainly rather than implying we own everything with wheels.
In every booking
What a managed fleet actually means
Five things that are the difference between a fleet and a group of cars that happen to be booked on the same night.
On the night
How the run-sheet actually runs
The plan is agreed a week out. What happens on the day is execution, not improvisation.
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01
A week out — manifest locked
Guests grouped by hotel cluster, wave times set, venue staging positions agreed. Your planner signs it off.
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02
Thirty minutes early — marshals in position
At every pickup point, before the first guest comes down. Vehicles stage in departure order.
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03
On the hour — waves depart
Each wave leaves on the sheet, not when the van feels full. That single rule is what keeps the venue driveway clear.
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04
At the venue — arrivals sequenced
The coordinator spaces arrivals so vehicles unload and clear instead of stacking. Your planner gets a status update at each milestone.
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05
Later — return waves
Run from the venue exit, with timing adjusted live as the party winds down rather than fixed hours earlier.
On request
What an event fleet costs
Per vehicle, for a standard event day of up to ten hours.
| Fleet component | Price |
|---|---|
| Alphard or Vellfire VIP van, with chauffeur | Ask for price |
| Premium shuttle van, up to 9 guests | Ask for price |
| Partner coach, 25–45 seats | Ask for price |
| Marshalling team and event coordinator | Ask for price |
Planner questions
Four straight answers
Send the date, venue and guest count
A fleet plan and a single all-in quote come back, usually within 24 hours — vehicle mix, wave schedule outline and what the marshalling costs.
If your planner would rather talk to us directly, send us their number instead.