If you’re an event planner for years now, it’s certain that you’ve had a fair share of experiences where guest transportation doesn’t go as expected. It may have been an accident, a thunderstorm, or some kind of unforeseen event. Whatever it is, it surely threw off your entire even transportation plan.
But as the saying goes, “There’s always a lesson to be learned in everything.” While planning an event transportation can be very challenging, there are steps that you can follow to ensure success in your endeavor.
One of the keys to ensuring success lies on how you effectively set up the ground transportation services. Here’s how:
- List all the variables that contribute to your traffic flow.
When choosing the type of fleet for the event transportation, you need to consider all the factors which could impact your traffic flow. These factors include:
- Number of attendees
- Their pickup point (outside the town/city, airport, partner hotels, etc.)
- The venue
- Event itinerary
- The frequency of trip
- Other events which may cause road congestion.
Document all these information for you need to forward these to your transportation partner, which we will discuss below.
- Hire a Reputable Ground Transport Service Provider
After you made your preliminary research, the next step is to hire a ground transport vendor. Generally, the cost depends on the number of vehicles, drivers, and dispatchers you need. The cost can rise up if the transportation service will be needed for a few days.
As with the provider, it is important that you put your attendees’ comfort and safety in mind when choosing one. Invest in a transportation partner who is capable to transport the guests from city to city, pay attention to the special needs of your organisation, prepare a custom plan based on your event goals, and put the guests experience on top of their priority list.
- Plan the Routes
This step requires patience, and more importantly, collaboration with your chosen transportation partner. When planning routes, there are certain things that you need to know:
- The number of partner hotels you have.
- The number of people staying at each hotel.
- Present roadworks leading to and from the venue.
- Assigned single pick-up point for the guests.
- Loading and unloading duration.
Also, make sure to ask your transport partner to run a test drive on their chosen route, and confirm if their chauffeurs use traffic-monitoring equipment, and back up plans in case unexpected happens.
Once the route details are finalized, you need to determine the number of vehicles that will run on each route, provided that you already know the capacity of each fleet and you have estimated each route’s round-trip travel time.
- Determine the ETA
After you confirmed the routes and the required number of vehicles, you need to determine when do guests need or want to arrive at the venue. For instance, tradeshow attendees may arrive throughout the day, while conference attendees tend to arrive at the same time. If there’s a pre-determined start time to your event, then you must be able to transport everyone in timely fashion.
Can a single business SUV that fit seven people and takes 30 minutes to do a single roundtrip move 70 people before an 8 am keynote? Most likely, it will take 5 hours! In this case, you’d better off booking 5 business SUV moving people in two shifts.
Finally, make sure that each vehicle is clearly marked with route indicator, as well as the pick-up and drop-off areas in order to ensure effective and efficient guest tracking. Don’t forget to provide the attendees with “help number” along with the conference materials.
Follow all these steps and you will surely be able to achieve an efficient and seamless transportation service in your next event.
Planning for an event transportation that will occur soon? If yes, then it’s high time for you to leverage the advantages of working with a chauffeured car service provider that specialises in group and event transportation. To learn more about how our premium ground transportation solutions works, email us at firstname.lastname@example.org