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A series of articles about all facets of event planning with helpful hints, planning ideas, sample schedules and budgeting tips from the B&E Team.

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Transportation Arrangements For Your Event

An important element to consider when planning an event is your guests’ transportation needs.  Whether you are hosting out-of-town guests, locals or a mix of both, keep these tips in mind for arranging transportation options for your event.

transportation buses 

Air travel
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.  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.  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. 

Group 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. Motorcoaches (usually 40-56 passengers) are frequently used vehicle for moving large groups, long distances; whereas shuttles (around 14 passengers) can be better for short, multiple trips. 
Will guests need lavatory facilities, video monitors, or luggage storage? Determining your guest’s needs first makes selecting the most appropriate transportation solutions easier. 

VIP transportation
Pick up speakers, leaders, and guests at the airport or other locations in executive town cars or SUV’s. These people are critical to the success of your event. They deserve special treatment. 

Valet service
Valet service adds that special touch to your event and reduces frustration for guests when inadequate parking is available. Services can also 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.