Transportation Arrangements For Your Event
Airfare savings: Special negotiated airfares are available for groups of ten or more. To qualify, travelers must share a common destination and be traveling in the same time frames. Travelers need not originate from the same city.
Meeting dates and times for travelers: Planning your meeting dates and times will enable attendees to take advantage of non-refundable excursion airfares which are discounted up to 70%. Schedule the meeting dismissal time so attendees can take the last afternoon/evening flight out to avoid the cost of an additional night's stay at the hotel.
Bus and coach transportation: Buses and coaches come in your basic style of school buses to luxury-Elite Motorcoaches. You'll want to determine your audience and then select the most appropriate transportation.
Livery service: There are taxicabs, limousines, and livery service. Livery service is a luxury form of transportation without the recognition of a local cab or limousine. The driver is uniformed and highly skilled with exceptional customer service. This is a VIP form of transportation for important attendees, speakers and special guests
Valet service: For your next event or special occasion, valet service adds that special touch. Services include: shuttle vans, lot attendants to park your guests' cars, and parking consulting services to help maximize parking space and to monitor the traffic flow. These companies should be properly insured and licensed.
Ground transportation: Get facts and figures on capacities, capabilities and types of transportation available to and from the meeting site. Talk to planners who have handled groups of your size. Select your transportation on the basis of cost, reputation, degree of service, number, condition and availability of vehicles. Motor-coaches (buses) are the most frequently used vehicle for moving groups. You may need charter buses or shuttle buses. A charter follows a pre-determined route for a specified length of time. A shuttle operates continuously on a regularly established route.
Common questions that should be asked of various transportation companies: Are there minimum rental periods? What is the bus capacity? How is dispatch done? Can disabled passengers be accommodated? Are backups available? Are the buses air conditioned? What routes will be used? How comprehensive is their insurance liability? Can the price be negotiated?
VIP transportation: Pick up speakers, leaders, and guests at the airport or other locations. These people are critical to the success of your event. They deserve special treatment.
Assign staff members as official greeters, select appropriate vehicles, check arrival and departure times and potential customs or immigration problems. Select the best airport location to meet as well as the best drop-off points and the quickest route.
Don't reserve a vehicle over the phone: Go to the transportation company and inspect the vehicle you are considering renting. Be sure you are dealing with an established, reputable company. These businesses will display, or readily make available, important information like their business license and their liability insurance certificate. If you have concerns or questions, ask for references.
Be sure you get what you pay for: Make sure the limousine or bus will be clean and presentable for your event. Read the contract carefully before paying the deposit. Make sure the date, times, location, and specific vehicle are spelled out in writing.
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Reader Comments (4)
Whatever the special occasion is, don't limit the arrangement to cars. If you have the budget, why not try a local limousine service - be it a white Rolls-Royce or a stretch limo. Try the black limo instead of the white one as well.
Thank you for posting this. I think one of the more important aspects people forget about event planning is transportation. If people can't go on the event how can it be a success.
Thank you for the great tips. I think the secret to a great event is to have great transportation to cater to everyone's needs.
The Meeting and Conference must be set-up exclusively to handle the specific transportation needs of our Corporate Clients; no matter how large the group or the number of destinations involved.