The number of details to keep track of when organizing a significant event can be head spinning. You need to think about safety, sanitary measures, entertainment for your guests, water, food (if provided), and, of course, event transport management. Organizing shuttle transportation services for large groups of people can be a headache even for the most experienced event managers. However, we have gathered nine valuable tips that will contribute to simplifying your event transportation logistics. With those pieces of advice in mind, you can focus your efforts on the success of your happenings.
#1. Work with a Trusted Charter Bus Company
When it comes to ensuring the success of your event, it is often a mistake to focus solely on the budget. Although costs are undoubtedly at the forefront of any organizer’s mind, choosing systematically the cheapest event shuttle services often results in unexpected additional expenses and a bad experience for the guests and coordinators alike.
When picking a company for your convention bus rental, choose an established transportation provider who will respect your budget but also comes highly recommended and has the experience necessary to help plan an event of that magnitude. They can advise you on your event transportation to ensure a complete success regardless of the location, needs to be fulfilled, and the number of participants.
#2. Check that the Provider Is DOT Compliant and Insured
Nobody likes to think about bad surprises, but it is often better to be overly prepared rather than not enough in the case of major events. When considering candidates for your shuttle transportation services, make sure you ask each company if they are carrying sufficient insurance for your event.
In most cases, it is best for transportation management companies to have liability insurance for at least $10 million. Both drivers and vehicles should also meet the Department of Transportation (DOT) guidelines as far as permits and licenses are concerned. They should fulfill all the regulations, both on a federal and local level.
#3. Be Prepared for the Unexpected
It is often easier said than done. However, when it comes to large events involving a significant number of variables, the chances that something could go wrong and have major repercussions increase. When interviewing companies providing bus transportation for events, do not hesitate to ask about their contingency plans and backup in case one of the planned services is unavailable. Examples of unplanned events could include adverse weather (Chicago winters are notoriously unpredictable), traffic disruptions, or unavoidable VIP requests. The best shuttle transportation services should be able to provide solutions and be ready to do so on short notice.
#4. Address More than Just Vehicles
Event transportation management involves more than simply providing suitable buses with their drivers. Depending on the event’s attendees’ expectations, you may also need to offer additional services such as door-to-door pick-up and drop-off, airport greeters for VIP guests, and luggage handling.
Your needs may vary widely depending on the nature of your event. For example, you may need to provide different transportation for teams with alternative vehicles for specific moments. You may also need to include additional amenities such as off-size luggage, for example. When organizing event transportation, keep track of the schedule and any moving pieces to avoid forgetting essential elements of your planning.
#5. Book Your Charter Bus in Advance
Companies providing event transportation often have a limited number of vehicles at their disposal. If you need transportation for a large group, it is best to plan in advance to avoid shortages. We recommend booking your event shuttle services at least six months in advance, or even longer if your event falls during a high period such as the weekend of a sporting or cultural event.
#6. Pick the Bus with Wi-Fi+
Bus transportation for events with Wi-Fi has become increasingly common, but it is not always included. If this feature is something your event goers are likely to expect – in the case of a hackathon or trade show, for example – make sure that you request well-equipped modern charter buses when booking your shuttle transportation services.
#7. Plan for the Parking Space
Providing the appropriate parking space for one or several buses and a large crowd to load in can be an overlooked aspect of major events. Most large venues provide an appropriate loading zone, but you may want to double-check in densely populated areas. You will also need to ensure that you have suitable locations for pick-up zones.
#8. Provide the Airport and Hotel Shuttle
Event attendees will expect you to provide transportation to the venue of the day(s) of the event, but they may also assume that you will provide shuttle transportation services to the hotel and the airport, especially if they need event transportation at odd hours. Although the hotel may provide airport shuttle bus services, they may not fit your event’s schedule. Make sure to find the best option for your event, be that taxi, private limos, or shuttle bus rental services.
Providing event transportation for a large event is an important and sometimes stressful job since many moving pieces are necessary for a smooth happening. In order to avoid any bad surprises, it is best to choose an experienced bus rental company with the appropriate fleet and credentials. They will be in a position to provide the right type of vehicles you need for the success of your event, but they can also guide you if you have any questions.
Contact us today for a personalized quote based on your needs and the number of event attendees and find out how we may be of service.