Planning an Event? Here's How to prepare the Transfer Service

When organizing any event—be it corporate, cultural, sporting or private—the mobility of attendees is one of the key elements for ensuring its success. Having a professional transport service not only facilitates movement but also enhances the attendee experience, reduces the likelihood of delays, and reinforces the image of the organizing brand.

A well-coordinated transport system can be the difference between a successful day and one full of setbacks. Managing access, minimizing waiting times, and adjusting pick-up and return schedules are tasks that require foresight. Well-designed logistics not only improve public satisfaction but also optimize resources and time for organizers.

For a transport company to deliver an efficient, seamless service, it must be provided with accurate information from the planning phase. But what information is essential to ensure smooth and high-quality operations?

1. General Event Details

The first information a transport company should receive relates to the nature and general characteristics of the event:

• - Event date and duration: Knowing in advance when the event takes place and how many days it spans helps anticipate vehicle and staff availability.
• - Key schedules: It's essential to know start and end times for each day to plan inbound and outbound transfers.
• - Main location and any alternative venues: Clearly indicating the event address—and whether there will be activities at different sites—facilitates the design of accurate routes.

2. Attendee Profile and Numbers

Efficient transfers require knowledge of how many people are moving, at what times, and with what specific needs:

• - Total number of passengers: This helps determine the size of the required fleet (coaches, vans, individual vehicles, etc.).
• - Group segmentation: Are there only general attendees, or also speakers, technical staff, VIPs or crew? Segmenting helps tailor routes and service levels.
• - Special requirements: If there are people with reduced mobility, children, elderly guests or others needing special assistance, this must be communicated.
• - Languages: If the event is international, bilingual drivers or staff may be necessary.

3. Service Logistics Requirements

To design a bespoke service, the transport company needs clear operational data:

• - Pick-up and drop-off points: Airports, stations, hotels, event venues or restaurants—everything should be specified.
• - Transfer frequency: Will transfers be one-off, scheduled in blocks, or continuous throughout the day?
• - Type and number of vehicles required: Depending on the event, a mix of vehicle types and sizes may be necessary (e.g. luxury vehicles, shuttle buses, minibuses or accessible transport).
• - Additional services: Screens, air conditioning, Wi-Fi, event-branded signage, bottled water, or onboard staff are features to consider.

In all these aspects, our team of professionals can advise the client to deliver an optimal service with the best value for money.

4. Timetables and Route Coordination

Timing is everything in an event, so the transport company should have access to:

• - Flight, train or other travel schedules, in case airport/station transfers are provided.
• - Estimated travel times, considering typical traffic, roadworks or local restrictions.
• - Buffer times to ensure attendees arrive punctually to key activities.

As with the previous point, our team can also assist clients in refining this information and making the best decisions.

5. Access and Accreditation Requirements

For many events—particularly large-scale or those at iconic venues—it is necessary to anticipate:

• - Vehicle access permits for both public areas (restricted roads) and private ones (exhibition centers, hotels, etc.).
• - Driver/staff accreditation, if the event has heightened security or controlled access.
• - Local traffic regulations that may impact routes (Low Emission Zones, time restrictions, etc.).

We help clarify these points based on our industry experience and insight.

6. Key Contacts for Coordination

A crucial element for smooth operation is having clear, accessible points of contact:

• - Event logistics manager: The person in charge of centralising information and making decisions.
• - Group coordinator: Responsible for accompanying attendees or resolving questions on site.
• - Emergency contact line, active throughout the event, to manage unforeseen situations.

7. Other Key Details

Lastly, some additional information can make a difference to the quality of the service:

• - Client expectations: Are they seeking a practical experience, or something that reflects luxury, customization or premium care?
• - Contingencies: What happens if a flight is delayed, an attendee gets lost, or there's a last-minute venue change?
• - Contract and billing terms: It's important to establish from the outset how the service will be quoted, what's included, and what the payment process will be.

Transporting attendees at an event is a fundamental part of the overall experience. A transport company that receives clear and complete information can provide a punctual, safe, comfortable service tailored to the specific needs of each group. For the organizer, this translates into peace of mind, efficiency, and a stronger impression for attendees.

Planning ahead and sharing all these details is key to making mobility not just a means, but a true added value at any type of event.