If you are organising a congress, conference or corporate meeting, ensuring that attendees arrive on time and hassle-free has a direct impact on the success of your event. Here is what you need to know when planning event transfers.
Types of Event Transfers
- Congresses and Conferences: Mass transport of hundreds of attendees from multiple locations
- Corporate Meetings: Personalised meet-and-greet and luxury vehicles for VIP guests
- Airport – Hotel: Meet-and-greet service coordinated around flight schedules
- Shuttle Service: Regular scheduled transport to and from the event venue
Planning Strategy
Event transfer checklist
- Confirm attendee numbers and arrival times well in advance
- Create separate vehicle plans for VIP and standard attendees
- Reserve at least 15 % spare vehicle capacity
- Coordinate meet-and-greet staff at the airport
- Establish an emergency communication plan
Ways to Reduce Costs
A few strategies to keep your event transfer budget under control:
- Group attendees arriving at similar times to reduce the number of vehicles
- Book early to avoid peak-season pricing
- Negotiate a bulk-rate agreement
- Use shuttle services to lower the per-person cost
VIP Services
Luxury vehicles, professional chauffeurs and personalised meet-and-greet services can be arranged for keynote speakers, executives and strategic guests. Touches like name boards, complimentary beverages and in-vehicle Wi-Fi leave a lasting impression on your guests.
A successful corporate event demands meticulous transfer planning. Partnering with a professional transfer provider takes the quality of your organisation to the next level.
