Moving 300 guests from Mumbai to Udaipur across 3 days requires a logistics plan most wedding planners don't build. This is the checklist we use internally.
Moving 300 guests from Mumbai to Udaipur across three days is a logistics operation most families underestimate until something goes wrong.
Here's the checklist we use internally for every destination wedding we manage.
Pre-arrival (6-8 weeks out) - Collect all guest arrival/departure dates and flight/train details - Book and confirm charter or scheduled transport for inter-city movement - Confirm vehicle inventory at destination (airport pickups, hotel-to-venue transfers, baraat vehicles) - Share logistics plan with hotel for coordination
Guest communication (2 weeks out) - Send every guest their driver details, pickup times, and hotel check-in info - Communicate luggage tagging process (bags are tagged at airport/station, delivered to rooms) - Share emergency contact (help desk number active throughout event)
Airport/station day-of - Position coordinators at arrivals with name boards - Activate flight/train delay monitoring - Confirm driver manifest matches guest manifest
Hotel arrival - Luggage team ready at hotel entrance - Luggage tagged and delivered to rooms within 90 minutes of arrival - Help desk active and briefed on all known guest queries
Inter-city movement - Daily transport briefings for all drivers - Guest-wise manifest for every vehicle movement - Contingency vehicles on standby
Departure - Luggage collection from rooms 3 hours before checkout - Driver assignments confirmed 24 hours before departure - Last guest checked out before team demobilises
If this list feels overwhelming, that's exactly why professional logistics management exists for weddings of this scale.