5 min read
Short answer
Collect each guest's flight number and date, put them all in one place that tracks them live, and share a simple check-in list with whoever meets guests at the airport. A flight tracker app follows one flight at a time; a group flight tracker such as GroupArrivals follows all of them on one board and alerts you when one is late.
1. Collect flight numbers early
Ask for the flight number, the date and the arrival airport, for the way in and the way home. Ask about connecting flights too: the last leg is the one that lands where you are.
The easiest way is a link guests fill in themselves. In GroupArrivals, the guest link or QR code can go on your wedding website; a guest picks their name and types their flights.
2. Put every flight on one screen
A spreadsheet holds the numbers but does not know when a flight is late. Twenty browser tabs of a flight tracker do, but nobody can watch them all. A group board shows every arrival with its live status, landing time and baggage belt, grouped by day.
3. Plan airport pickups by hour
Group arrivals that land within about an hour of each other into one shuttle. Leave room for the flights most likely to be late, such as long connections. Share the plan with the transfer company as a simple list.
4. Give the greeter a check-in list
Whoever meets guests should see who is due, from which flight, and tick them off as they arrive. With GroupArrivals that is a link on their phone: no app, no login, and it works if the airport has no signal.
5. Handle delays calmly
When a flight is late, you want to know before the shuttle leaves. Set a delay limit, for example 30 minutes, and get an email or a push alert when a flight passes it. Then move that guest to a later pickup.