Transportation is key to a successful event. Quite often though, it’s the last item booked and one of the most underrated aspects of event planning. Yet, transportation can set the tone of the entire corporate event. Whether it’s a week long corporate program filled with meetings and activities or a one-off event, your transportation partner is your attendees’ first and last impression of the event.
While you may be able to plan and control elements of the program on-site, you really have no control over outside factors such as traffic, vehicle issues, or accidents. Successful corporate event transfers require planning and forecasting. There are no shortcuts. Organized, efficient transportation relies on attention to detail and careful preparation. To ensure your next program starts off, runs and ends successfully, we’ve compiled the following meeting planner tips to streamline corporate event transfers:
1.) Communicate any changes or necessary information to your transportation partner to keep the wheels turning. If you know you have attendees that always run late, plan accordingly by either giving them an earlier call time, or running a second smaller vehicle if your budget allows.
2.) Always follow up with your transportation team near event time to ensure that you are both on the same page with timing and logistics. Review load-in and out locations, timing and flow.
3.) Make certain all signage is easily visible both inside and outside the vehicle.
4.) Check all communication ahead of time with your event staff and transportation staff. Make certain all radio or cell phones are working properly.
5.) Run through staging and loading ahead of time to address any possible issues.
6.) Always have a Plan B and C. Rarely does anything go as planned especially when there are so many outside factors that can interfere. Plan accordingly by reviewing any concerns, past transportation troubles, or possible logistics or timing issues.
7.) Have a long transfer? Rather than just filling up with food and beverage (always a good idea), make the trip interesting and entertaining by bringing a guest speaker, or comedian onboard. Consider making the transfer interactive with a “Game Show” contest complete with prizes!
8.) Work with a transportation partner, not just a transportation provider. There’s a huge difference between a partner and a provider. Your transportation partner will get to know your program details, your hot buttons, and your program patterns. A true transportation partner will work as an extension of you, helping to design a corporate transportation plan that will meet your goals and budget.
Transportation plays a significant role in the experience you provide to your clients
Make your corporate event transportation a priority by working with a great partner, and your attendees will have an outstanding event from beginning to end.
Best-VIP Chauffeured Worldwide partners with meeting planners, corporate event planners, destination management companies and convention and visitor bureaus handling all ground transportation logistics. Our professional team of corporate transportation specialists work with you to design a plan that will meet your objectives. You can trust Best-VIP to go beyond transportation, delivering a first-class, VIP corporate transfer, on time and in-style.