If you’re someone who has spent any time organizing large events such as tradeshows, conventions, or massive industry meetings, you understand just how hectic of a time it can be for those who are actually running the events. The logistics involved, from beginning to end, are too numerous to count, which is why it’s rarely up to one person to handle all facets of the planning. This is why many professional organizers employ transportation companies to deal with the task involved in getting people to and from various venues in a safe, timely manner throughout the course of the event. If you’re in the early stages of planning an event and want to find a transportation specialist to partner with, here are a few things you should keep in mind.
Have Worked In The City Previously
In cities throughout the United States and Canada, there are major convention destinations that can hold tens, of not hundreds of thousands of attendees for these major events. When there are so many people involved, a company that has in-depth familiarity with the city and the venue is going to make your life as an organizer much easier. If they worked in the city before (and even better if they utilized the venue you’re going to be hosting at), they’ll be able to coordinate more efficiently than someone new to the scene. They’ll also know some of the best routes, and be able to better plan for contingencies that someone new otherwise may have not anticipated. When you need to move tens of thousands of people all throughout the day, the more experience a transportation company has, the better off you’ll be.
They Can Provide True VIP Services
Another really important aspect of any major industry event is going to be taking care of any VIPs, whether they’re C-Suite level executives, keynote speakers, or anyone else who doesn’t fit the bill of typical event attendee. Some of them will have certain expectations in regards to their treatment when they attend these events, especially in terms of having their own private transportation options. For individuals or smaller groups, vehicles like luxury SUVs or sedans should be available. If there are slightly larger groups, private busses can also be utilized. When planning any event, make sure you talk to the transportation company about having these options available and ready to use.
This is probably one of the most important traits you want from any transportation company you end up working with. From the initial planning stages through the actual execution throughout the event, you need to have a very easy relationship with those running the transportation. They should be able to provide you with updates at a moment’s notice, and be able to keep the key stakeholders informed as much as possible. You have enough to worry about as it is when planning such a large event, which is why having someone you can trust and talk to managing transportation is going to be easier for all involved parties.