There are some intricacies to arrange smooth, delay and incident free transport or shuttle services for conferences. A key aspect of logistics management, managing transport for guests is a crucial part of conference planning.
Key considerations for choosing a shuttle service would be:
1. Value for Money:
While saving on costs wherever possible is part of a conference event planner’s brief, don’t go for the cheapest service. Also, make sure that your budget includes room to manoeuvre upward on transport costs. Shop around as much as you can but consider:
- Reputation: Be prepared to budget more for a reputable shuttle service company if they have a rock-solid reputation for safety, reliability and punctuality.
- Capacity: Ensure that the shuttle service you choose has more than enough vehicles for the job – in case one breaks down.
- Local knowledge: It can help a great deal when the shuttle service drivers also know the area well, as the are familiar with traffic and routes, and are provide an extra ‘sightseeing aspect’ when the driver cab act as an impromptu tour guide.
- Comfort and luxury levels: Shuttle are not limos – but they still need to be luxury shuttles for corporate events. Inspect the vehicles. The shuttle to the venue will set the stage for the conference attendees.
2. Risk Management:
- Safety: drivers have the appropriate public transport licenses. You would think this could be taken for granted if you use a shuttle bus service, but it’s not always the case. Check – to ensure that you are covered by public liability insurance. Also check that the vehicles being used are licensed and road-worthied.
- Responsibility: It’s the organiser’s responsibility to ensure that these safety and assurance basics are covered, and so request the relevant paperwork from the shuttle service provider.
Business Travel Services:
Arranging shuttle services for guests is essential if the conference venue does not supply its own shuttle services. Shuttles are essential too, for any group activities or visits to nearby attractions. Another option is arranging a business travel service to take care of all the above. They’ll do all the homework and transport arrangements for you – including planning shuttle services.