How to Manage Transport for Weddings and Large Celebrations in Roses and Empuriabrava

Planning a wedding, an anniversary or a large celebration on the Costa Brava is exciting… and logistically complex. In Roses and Empuriabrava you will find ceremony venues (churches and outdoor spaces), estates and restaurants with limited parking, guests scattered across different hotels, and airport arrivals (Girona, Barcelona or Perpignan). Solid transport planning is the difference between a smooth event and one plagued by delays. Below is a step-by-step guide —rooted in local experience— to coordinate taxi transfers comfortably, safely and on time.

1) Map the day and group your guests
Start with a simple plan: pickup points (hotels, apartments, country houses), ceremony, photo session, reception and return. Assign guests to each point and estimate capacity by time slot. Decide whether you need a 9-seater taxi for mini-groups plus several standard taxis as backup. For multilingual events (common with French-speaking guests), prepare the same brief in two languages.

2) Use departure windows and shuttles
To avoid bottlenecks, work with departure windows (e.g., 3:30–3:45 pm and 3:45–4:00 pm) from each hotel. When distances are short, a shuttle (the same taxi making back-to-back trips) optimises the budget. If ceremony access is narrow or parking is restricted, set a nearby transfer point and complete the final stretch by taxi.

3) Exact locations and clear signage
Define meeting points with coordinates and a Google Maps pin (hotel main entrance, specific roundabout, side door of the church, etc.). Send guests a QR code with the pin, reference photos and their assigned time window. Outdoors, add discreet signage (“Shuttle/Taxis”) and a team member to guide people.

4) Local routes and real timings
Roses and Empuriabrava have traffic peaks in summer, occasional closures for events and residential streets with pedestrian priority. A local provider knows alternative routes and real timings by time of day. Share the master schedule (latest guest arrival, couple’s entrance, cocktail) and agree 10–15 minutes buffers per journey.

5) Luggage capacity and special needs
Ask about luggage, strollers, baby seats, bulky flowers or props. 9-seater vehicles and large trunks make loading easier. For guests with reduced mobility, confirm access, slopes and walking sections; book door-to-door taxis and prioritise those transfers. For seniors and children, plan preferred seating and earlier departures.

6) Day-of communication
Appoint a transport lead (wedding planner, maître d’ or a family member) and create a WhatsApp group with the taxi company and the organising team. Share weather changes, hair/makeup delays, route adjustments or unexpected pickups in real time. One channel avoids crossed calls and saves time.

7) Wind, rain and Plan B
On the Costa Brava, the tramuntana wind or a shower can alter schedules. Have a Plan B with covered waiting areas, alternative access and a wider buffer before the ceremony. If the reception runs late, notify in advance to extend night service and ensure staggered, safe returns.

8) Safe, staggered return
Prevent queues at the end of the party by scheduling return waves (e.g., 12:30, 1:30, 2:30 am) plus a final on-demand window. Seniors and families can leave earlier, while others enjoy a comfortable late return. It is the best guarantee to celebrate responsibly without driving.

9) Budget and final lock-in
Request a detailed quote including: number of vehicles, included hours, shuttles, waiting time, night surcharges and possible extensions. Share the final schedule 48–72 hours before the event to secure resources. If there are airport arrivals, coordinate airport transfers on the previous/next days.

As a local taxi company in Roses and Empuriabrava (e.g., Taxi Cipri), we provide 9-seaters, large-trunk vehicles, multiple pickups, waiting time and coordination in English, Spanish, Catalan and French. Share your route and we’ll make sure every guest arrives on time and gets home safely.

Quick checklist:

• Day map + groups per pickup point.

• Departure windows and shuttles.

• Pins/QR for meeting points.

• Special needs and load volume.

• Single transport lead + WhatsApp group.

• Weather Plan B and night extension.

• Final budget + update 72 h before.