Guide · Event-week ops
Wedding-week logistics checklist
Guests → rooms → pickups → WhatsApp updates → KYC. One sequence for planners and family logistics teams running large multi-day celebrations.
The five logistics pillars
Work them in order. Skipping rooms before transport — or messaging before the board is locked — is how event week gets noisy.
Guests
Groups, sides, bulk list — the CRM behind rooms and transfers.
Rooms
Multi-venue board, occupancy, then WhatsApp room details.
Transport
Pickup/drop schedules aligned to hotels and arrival waves.
Logistics updates — room, pickup, drop, schedule, guest page.
KYC
ID / document workflow for hotel and reception readiness.
Day-by-day checklist
Adjust dates to your event — the order matters more than the exact calendar.
T−14 to T−7 days
- Freeze the logistics guest list (heads who need rooms or transfers)
- Confirm hotel blocks, room types, and capacities
- Collect arrival cities, flights/trains, and preferred pickup windows
- Decide who owns rooms vs vehicles vs WhatsApp sends (roles)
T−6 to T−3 days
- Allocate rooms by family / travel party; leave a small buffer
- Publish one shared room board for planners and reception
- Draft pickup/drop runs by hotel and arrival wave
- Queue KYC / ID collection for guests who need hotel check-in docs
T−2 to T−1 days
- Audit unassigned guests, over-capacity rooms, and orphan pickups
- Send room details and pickup windows on WhatsApp where needed
- Share guest-page links for schedule / stay info
- Brief reception: search board by name — never by memory
Celebration week (live ops)
- Update the board first when rooms or vehicles change, then re-notify
- Track no-shows and late adds against buffer inventory
- Keep drivers and reception on the same hotel + timing story
- Log exceptions once — do not fork a second “real” Excel sheet
Run the checklist in software
Smart Planner is a guest logistics OS: one stack for the pillars above, with white-label WhatsApp for logistics notifies — not a WhatsApp RSVP or wedding-website builder.
Frequently asked questions
A day-by-day ops plan covering guest list freeze, room allocation, pickup/drop schedules, WhatsApp updates, KYC/ID collection, and reception readiness — so celebration week does not run on scattered spreadsheets and chat threads.
Start 2–4 weeks out once hotel blocks and major travel are known. Tighten daily in the final week: rooms locked, vehicles assigned, guest messages queued, and reception briefed on the live boards.
Guest list first (who needs lodging and transfers), then rooms, then pickup/drop tied to those hotels and arrival times. WhatsApp notifies after the boards are the system of record — not before.
Yes for guest CRM, multi-venue rooms, pickup/drop, guest KYC workflow, guest page links, and white-label WhatsApp logistics updates. Budget, gifts, and invite/RSVP-first messaging are not the primary focus.
See the full logistics stack on a demo event
Walk through guests, rooms, pickup/drop, WhatsApp updates, and KYC in one session.
Request a demo