Transport is one of those things nobody notices when it works and everybody remembers when it does not. For a conference, away day or corporate event, a simple plan made early keeps delegates on time and speakers calm. Here is how to build it.
Start with the schedule, not the vehicle
Write down when sessions start, when guests need to arrive, and when the event finishes. Transport is then planned backwards from those times. A vehicle booked for 08:00 is no use if the first session needs people there at 07:30, so be clear about the times that matter.
Map the journeys
- Arrivals: who is coming from airports, stations or hotels, and when.
- Speakers and VIPs: who needs a dedicated car and driver.
- Delegates: who can share a minibus or coach from a central pick-up point.
- Departures: who leaves early, who stays late and who needs an evening return.
Choose a transport mix
Most events use more than one type of vehicle. A chauffeur car suits a keynote speaker or senior guest. A minibus suits a small group from a hotel. A coach suits a large delegation between a hub and the venue. Our event and conference transport page explains the options, and our major events page covers high-profile occasions.
Plan the venue end
- Find out where vehicles can stop to drop off and pick up, and whether there is a time limit.
- Check access for larger vehicles. Some venues have height or turning restrictions.
- Nominate one on-site contact who can speak to drivers.
- Agree who holds the guest list and how drivers will identify passengers.
Brief your drivers properly
Send drivers the schedule, the contact numbers and the pick-up points in advance. Give each driver a named list for the vehicle they are driving. Confirm all of this a day or two before. The more precise the brief, the fewer calls on the day.
Build in a margin
Events run over, trains are late and meetings do not end on time. Where possible, leave a margin between sessions and the transport that follows, and agree what happens if the schedule slips. If your company travels regularly, our corporate accounts make repeat bookings simpler.