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. 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. Share emergency contact.
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.
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.