Planning Event Transportation Like a Pro

​Any Event Planner worth their salt will know that the transport for corporate events is a key part of the whole experience. The transport solution has the ability to derail an overall great event experience for your guests. It pays to get it right… and that starts well before the event date.

Whether you are experienced in planning events and coordinating the transport, or you don’t really know where to start, here are 5 tips to help you with selecting your next corporate event transport partner.

1. Work With Experts to Save You Time

Not only will they make you look good and contribute to the successful execution of your event, working with an expert who has a track record in the type and scale of event you are trying to pull off is critical. If you’re still not convinced, here are 5 more reasons to change your mind:

1. Experts are simply more efficient at what they do, which will accelerate the time it takes to do what might take you 4 times as long, and a lot more stress
2. They can provide unique perspectives, based on lived experience
3. Experts have the industry knowledge, which can be very valuable
4. Experts know what will work, and what wont, and often come up with great solutions
5. They can expand your network, and put you in touch with other partners to ensure the success of your event
   
   

2. Good Event Transport is More Than the Vehicles

A corporate event job can be a great gig for many companies with a fleet of vehicles. They will make the cars, coaches and drivers available on the date you need, and say a few Hail Mary’s. Experienced event managers know it’s more than just the door-to-door pick-ups and drop-offs that make the difference. Event transport can go south very quickly when you don’t have a good logistics partner on your side – or it will fall on your shoulders as the event manager to ensure it goes off with a hitch. Our advice? Work with a transport company that can take a lot of the logistics off your hands. Here comes the shameless plug…  You’ll know a good one – like Specialised Transport Australia – when they can help with the following:

1. Airport greeters
2. Baggage handlers
3. Solutions for additional baggage
4. Catering for longer trips
5. Itinerary design
6. Daily briefings of relevant event crew

3. Be Prepared For the Unexpected

It’s one thing we know for sure, nothing is for certain. The transport solution can be one of the most challenging parts of the event. Your transport partner should be providing contingency plans for everything from the weather, changed traffic conditions, security emergencies to unexpected guest requests that could alter the best laid plans. When choosing your event transport provider, make sure they have convincing answers to your questions about all the “what ifs” and make sure they are backed up by real world experience, not hypotheticals.

4. Safety First, Always

When transporting large groups of people, their safety should be paramount. Your transport partner is responsible for the vehicle’s safety and ensures the driver is alert, focussed and able to do his job safely but also professionally. But safety isn’t always about the physical safety of the passengers. It can also include their wellbeing, comfort and dignity. 

What sets us apart is that all STA drivers must complete formal training in Anti-Discrimination and Sexual Harassment Awareness as well as in COVID-19 Hygiene Awareness and Quarantine Infection Control. This training ensures all STA drivers can ensure safe transport every time.

5. Planning, Planning, Planning

Once you have chosen your transport provider and shared your important dates and venues, the real work starts with the planning. Often what you think you’ll need and what you actually need are two different things. Your corporate group transfer expert will be able to help build an itinerary with you that covers all the important parts of the event transport plan. Often, it helps for your transport partner to understand more context around the event, so they can offer add-value services you hadn’t thought of that will make all the difference.

While this isn’t an exhaustive list of what goes into event transport plans, here are a few key considerations:

1. Number and type of vehicles
2. Specialist drivers and additional staff required
3. Plan operational staff shifts to ensure coverage
4. Event schedule they will operate to
5. Contingency plan
6. Route planning
7. Additional resources needed (ie. megaphones, signage, radios, clickers)
8. Communication plan
9. Key event personnel’s contact details
10. Queuing system
11. Luggage allocation
12. Traffic conditions, other events on in the proximity that may affect the plan

Underpinning all of these is exceptional communication between the event team and the corporate transport provider. Working with an expert at this style of group transfers can alleviate a lot of stress, time and risk on the shoulders of the Event Planners. Confusion or lack of clarity among your event team will be felt by your guests, so its important to get this right. 

To learn more about Specialised Transport Australia, or to book a consultation to discuss your next event, please get in touch. We can transport up to 2,500 people, and have extensive experience with large corporate events, concerts and festivals, VIP and political delegate events, transport requiring security detail, and more.

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Author

Tom Bebbington is the director of Specialised Transport Australia (STA). He has over 20 years in the transport industry, following a successful career in hospitality and luxury sales. Providing an exceptional experience is something Tom instils in all his drivers and aspires to build STA's reputation globally for delivering premium private transport to residents and visitors to Australia.

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