When organizing different sizes of events, such as a group outing, wedding or conference, arranging land transportation can be problematic. There are factors you need to take into consideration, including headcount, budget and guest needs, among others. Regardless of what the occasion, you want to ensure that the company you choose provides transport that is safe, smooth and comfortable. Look into the following tips to book excellent group transport within your budget.
Allow More for the Headcount
Ideally, you should have the final headcount prior to booking event transportation. However, when planning events, there are several factors that can influence whether you can give the exact headcount way ahead of time. It would be easier to give a solid attendance estimate beforehand if the event is a company outing, whereas the RSVP deadline of a wedding would have to wait until two weeks prior to the event to come up with the final headcount. No matter what the situation, it is more practical to overestimate the headcount and make the necessary revisions when the numbers are confirmed. In the end, you want to be sure that all guests have a seat on the bus.
Verify the Company’s Capacity
Certainly the number of vehicles required will depend on the number of guests. For this reason, it is crucial to think about the fleet size of the transportation company. This way, you will know if they are capable of providing the right number of vehicles.
When booking for an event that requires 50 buses, be sure that the operator you decide on can supply all that. Also find out if they can provide alternate or extra vehicles in case they are needed. Larger fleets have a plan for emergencies, such as unexpected rise in attendance and maintenance problems that smaller fleets cannot cope with. You can feel more at ease with a large fleet, knowing they have a contingency plan if any last minute problems come up.
Recognize Guest Needs
It is important to be familiar with your attendees and know if any of them will need special accommodations. For instance, when a guest cannot go up the stairs, the transportation company should provide ADA-compliant vehicles.
Make Clear the Schedule
When you decide on a transportation provider, make sure they are aware of your group’s schedule. Some groups just need to schedule their pick-up, drop-off time. Others with multi-location events need a customized approach. As an example, a corporate meeting runs on a fixed agenda, while a pub-crawl has a more flexible schedule.
Knowing the need that the event focuses on lets the transportation company determine the number of drivers required and eventually, helps them in supplying the best transportation solution.
The moment you have booked your group’s transportation, be sure to get a written confirmation. It would also be wise to verbally confirm the booking two to four days prior to the event, to make sure that all things including routing, scheduling and number of vehicles are in order.