7 Critical Tips to Stay on Track with Event Transportation

Planes, trains and automobiles… just some of the many travel options your groups or attendees have when traveling to, from and during your event. For some event pros, transportation plays a big role in the experience you provide to your guests. Building a flawless transportation plan can be a big undertaking, but with a few important reminders you can keep your event running smooth.

  1. Have a Plan

Planning, it is best way to start out in your transportation process! Having a quality plan will give your guests a great experience and an opportunity to enjoy the event even more.

Be very detailed and create a document that will show your entire team the ins and outs of your travel process. Be sure to include every detail that might need to be referenced during the event.

  1. Be Ready for Changes

Inevitably changes will arise at some point during your event. As with every aspect of event planning you need to be ready for these speed bumps. Ensure you have a backup option for getting your guests from point A to point B.

The scenarios that can throw off your plans are endless, but being prepared for these challenges to arise is key. Do your best not to panic and utilize the backup options that are available to you.

  1. Always be a People Person

When you are transporting large groups of busy attendees it can become stressful and at times, hard to keep your mind on customer service. Even in these challenging situations you must be able to keep your cool and interact with your guests in a positive manner.

Make it a priority to provide each person with an incredible experience. When you go out of your way to make a guest feel welcomed and appreciated, they can often times forgive a small mishap in your transportation or overall event.

  1. Follow Up Constantly

Follow up is the name of the game when you are working with vendors, but in transportation you cannot risk anyone forgetting where or when they are supposed to be providing service to your group.

Following up with your transportation company right before the event begins is vital, along with giving them an hour or a 30-minute warning. If something goes wrong or changes in that last bit of time, it at least gives you, or them, an opportunity to implement your backup option.

  1. Communicate, Communicate, Communicate

Communication is not just for the vendors and service providers. You must make sure that your staff are always in the loop on what is planned for transportation. If something changes, contact the entire team and have them adjust their schedule.

This is very critical when it comes to multiple pickups, if for example you have a variety of guests flying in and out. Flights are always changing or delayed and making sure your guests aren’t stuck hanging around waiting at the airport will go a long way in their first, or last, impressions of your event.

  1. Evaluate Routes with the Pros

We all take the time to do a site visit and a walk through prior to our guest arriving, but we should also make it a point to evaluate the routes we are using to move our guests from venue to venue. Ask your transportation provider, changing opinions with the pros is highly effective, being a professional ground transportation company means that they have the experience and the know-how.

Perhaps there is construction, flight delays or train lines down. Prior to the arrival of your guests take a look at all of your routes, along with the weather forecast, to plan ahead and predict any challenges you might face.

  1. Say Goodbye to Boring

If you have a lengthy journey from one location to the next, do you best to create an entertainment opportunity while your guests are traveling. You could bring in a guest speaker or tour guide to provide information on the event topic or the host city.

This experience serves as a bonus to your guests and will take away from the otherwise boring trip. Your guests will enjoy the opportunity to learn and enjoy the travel they are embarking on. Your speakers will also take pride in having the full attention of your guests while they are on this excursion.

Many events have multiple components that involve travel from one venue to the next. Utilizing the steps above will set you apart as a prepared and innovative planner. Most event pros dread the transportation aspect of their event, because of the uncertainty. However, through proper communication, follow up and assertiveness you will be moving your event and your guests towards continued success.

MTC Limousine's group and meeting professionals recognize that the transportation provided to meeting & event attendees often sets the tone for an entire program and defines the value of an event. We know the importance of engaging passengers with impeccable service and efficiency. We provide solutions that bridge the gap between the logistical details of your program and the importance of achieving your meeting objectives.

We focus on your needs, develop the transportation solutions that meet your objectives and deliver the best value for every dollar you spend. Whether we are providing solutions for a small group on the West Coast, a group of 200 in Dallas, or simultaneous international events in Dubai, Geneva and New York, MTC has the expertise and experience to ensure successful outcomes.

  • Site and attendance analysis to maximize vehicle utilization and budget
  • Local vendor selection and contract negotiation to ensure best value possible
  • Integrated worldwide transportation services for smoothly operated programs
  • Arrival and departure services to ensure that first impressions are always exceptional
  • Program planning, management and on-site coordination of all services

Posted on Aug 09 2016

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