Build every guest movement before setting the schedule.

Separate guests flying directly into Key West from those driving the Keys or connecting through another airport. Each route has different delay, luggage, vehicle, traffic, and recovery risks.

Verify for each arrival group

• The first duty that person cannot miss and the latest arrival that still leaves a realistic buffer.
• The actual arrival location, terminal or meeting point, baggage size, mobility equipment, child seat, and number of companions.
• Who monitors the arrival and how the ground ride changes if the flight or road arrival moves.
• A replacement route, added lodging night, or reassigned ceremony duty when the last acceptable arrival is missed.
• For drivers, check current incidents and closures through Florida’s official 511 service before departure.

Use Key West International Airport’s ground-transportation information and Florida 511.

Hard stop: Do not place a legally or operationally essential person on the final unprotected arrival path.

Keep guest convenience separate from the couple’s financial obligation. A courtesy option, guaranteed block, contracted minimum, vacation rental, and individual booking create different availability and cancellation exposure.

Put in one lodging ledger

• Property, room type, quantity, stay dates, booking deadline, rate inclusions, taxes and fees, minimum stay, deposit, and cancellation terms.
• What happens to unused rooms, whether the couple guarantees pickup or revenue, and who receives booking reports.
• Exact accessible-room features and whether the reservation identifies and holds the requested room type.
• Check-in and checkout windows, luggage storage, parking, companion rooms, elevator or route, and after-hours procedure.
• For a short-term residence, verify the address against the City’s current transient-license information and obtain separate written event permission if any event use is planned.

The City publishes a current transient-rental property list.

Hard stop: Do not guarantee room revenue or use an unverified short-term rental because the nightly rate looks lower.

“Accessible” does not tell you whether a particular guest can board the aircraft, enter the vehicle, reach the room, use the bathroom, cross the ceremony surface, sit safely, and return after the reception.

Confirm with the guest and each operator

• Airline assistance, mobility-device handling, terminal help, accessible ground pickup, and a backup if equipment is delayed or damaged.
• Vehicle door and lift, securement, rider plus companion capacity, device dimensions and weight, luggage, pickup surface, curb, and waiting area.
• Room route, bed, bathroom, shower or tub, visual or audible alerts, power, refrigeration, service-animal needs, and emergency exit.
• Ceremony and reception drop-off, surface, grade, distance, shade, seating, restroom, weather move, and return vehicle.
• Do not substitute assumptions about a guest’s needs for direct confirmation.

Review EYW accessibility guidance, the City’s wheelchair-request instructions, and ADA.gov’s public-accommodation overview.

Hard stop: If one essential handoff cannot accommodate the guest and equipment, the whole movement path fails.

A transportation price does not prove that the assigned vehicles can carry the people, operate at the locations, complete the cycles, or recover from a delay.

Reconcile the contract and dispatch sheet

• Company, dispatcher, assigned driver, vehicle type, seated capacity, accessible capacity, luggage limits, exact service hours, overtime, and replacement terms.
• Passenger groups and named leads; do not count the same seat in two simultaneous movements.
• Exact loading and drop-off points, vehicle access, standing or idling rules, staging, parking, walking route, lighting, and weather cover.
• Ceremony release, photograph time, traffic allowance, reception entrance, vendor movements, and any return cycle.
• Failure response for a late driver, wrong vehicle, mechanical problem, full road, blocked curb, or changed venue.

Hard stop: Reject a quote that does not identify capacity, operating window, pickup points, dispatch contact, and replacement remedy.

Guests leave receptions in waves. Build early, main, and final return capacity, then protect the next morning’s checkout and departure tasks.

Assign before the event

• Who may leave early, who must travel together, who needs an accessible vehicle or child seat, and who may not safely walk or drive.
• The first, main, and final return windows; dispatcher; guest contact; waiting area; overflow; and backup operator.
• Who confirms that no guest, vendor, mobility device, personal item, or original marriage record remains.
• Checkout, luggage storage, vehicle return, airport pickup, road traffic check, and post-event duties.
• What the couple funds when a planned vehicle fails or a guest misses the arranged ride.

Hard stop: Do not make the last shuttle the only safe way home.