5 tips for booking event transportation

5 tips for booking event transportation

It doesn’t matter if you are organizing a wedding, conference or group outing. The logistics of arranging ground transport for events of any size can be complicated. There are many things to think about: budget, headcount and guest requirements. You want to ensure that the company you hire offers safe, comfortable, and seamless transportation, no matter the occasion. These tips will help you book exceptional group transportation that fits within your budget.

Don’t underestimate the Headcount

You would have to know the final headcount in order to book event transportation. There are many factors that can affect your ability to provide accurate information early on in event planning. For example, a corporate event might have a better attendance estimate. However, a wedding might have a RSVP deadline that means you will not have the final numbers until two weeks prior to the event. It doesn’t matter what situation it might be, it is always a good idea to estimate the headcount and then revise it after the numbers have been finalized. You want to ensure that every guest has a place on the bus.

Find out the company’s capacity

The number of guests will dictate the number and type of vehicles required. It is important to assess the fleet size of the transportation company to get an idea of their ability and willingness to provide the right amount of vehicles.

You need to ensure that the bus operator you select can transport 50 people for your event. You should also check if they have the ability to supply additional vehicles or alternate vehicles in case of emergency. Larger fleets can plan for unexpected events, such as maintenance issues or sudden increases in attendance. This is something that smaller operators simply cannot do. You can rest easy knowing that there is flexibility for vehicle numbers in case of any unexpected issues.

Identify guest needs

It is important to know the needs of your guests and what accommodations they require. If guests have difficulty boarding using steps, make sure that the transportation company has accessible vehicles.

Make sure you are clear about the schedule

You’ll need to make sure that the transportation provider you choose is familiar with your group’s schedule. Some groups only require a pick up and drop off time. Multi-location events will require a more customized approach. A corporate conference has a set schedule while a pub crawl follows a more flexible timetable. The transportation company can determine the number of drivers needed to provide the best possible transportation solution by knowing the event’s needs.

Confirm, confirm, confirm

After you have booked the transportation for your group, make sure you get written confirmation. Also, it’s a good idea for your group to confirm verbally at least two to four days prior to the event. This will ensure that everything is in order, from the routing and scheduling of the vehicles to the number of vehicles required.

In conclusion

It can be difficult to book group transportation for events of any size. It is important to be clear about the event’s schedule, budget, and group needs so that the booking process goes smoothly. The most important thing at the end of it all is that your guests have a safe and enjoyable ride to and fro their event.

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