It can't be emphasized enough, analysis and careful planning can prevent a lot of headaches. Some typical roadblocks you might encounter are service delays, vehicle condition complaints, overcharges, and complaints of non-compliance with the ADA or Americans with Disabilities Act.

Having your guests equipped with names, phone numbers, and maps to assist them will provide for a smooth registration and check in process. Remember that flight arrival times are prone to change, and stay up to date with the latest flight information. Be sure that your ground transportation is able to coordinate with a slightly unpredictable airline schedule, and that your drivers can be easily spotted at their appointed posts when your guests arrive.

If you happen to have a sudden sizable increase or decrease in attendance, ongoing communication with shuttle services will insure that you are not overpaying as a result of sending out too many shuttles for too few passengers. Likewise, it will insure the satisfaction of your attendees who will not have to wait too long or suffer from overcrowding en route to your event.

If you're using one of the turn key transportation companies out there, include their phone number on your brochure. They will handle the rest of the details, including a courteous reception stocked with refreshments and even promotional items with your event or company logo if you so desire. If you're going it alone, rest assured that you're never completely alone. Car, van and bus service rental companies have personnel to assist you. In many cases, they can provide discounted rates and shuttles to vehicle pick up areas to accommodate your needs.

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You may need a few vans and trucks to transport crews and equipment to set up before your launch time. Standard transit may not be sufficient for transporting special crews and musicians to and from various locations. Remember to budget accordingly and make your reservations early to insure availability.

Limo transportation may be an important part of your event if you really need to impress your VIP's. You need to evaluate your business relationship and consider what affect such a service would provide to it. If you do decide to employ limo transportation, you'll need to know how many of them are in need of such arrangements and how many will be traveling with their own limo drivers. If they are coming in their own limousines you will need to be sure you have parking spaces to accommodate them. You will also need to make decisions with regard to how distinctive the limo service you provide should be, and pay attention to the finer details.

For example, it wouldn't be prudent to be too flashy if the company just underwent a considerable downsizing. Nor would it be wise to be too frugal if the company is launching their IPO and can't keep up with the status quo.

One thing you want to be absolutely certain of, is that the limos arrive spotless, fully fueled and at least 15 minutes early. Consider whether they should be lined up in front of the venue or parked out of sight. It might be prudent to hire uniform limousines to avoid insulting anyone. Remember to include the cell phone numbers of your drivers on your list.

Group transportation can sometimes be tricky, with permits and large crowds, traffic control, and disembarkment areas, etc. Be sure to iron out those details well in advance, and keep copies of permits handy, so as not to disturb the flow of traffic.

Have fun and be creative. Consider ferrying your guests back and forth to create a unique and memorable experience. Investigate the types of transportation available in your vicinity (double decker buses in England, rickshaws in Japan, glass bottom boats in the Bahamas, etc.) Arriving on a yacht at a lively night spot can certainly prepare your guests for an energetic chain of meetings the following day.

There are companies which can provide specialized and insured delivery of highly valuable, fragile, or sensitive items. You may need to employ such services for transport of displays, equipment and merchandise like fragile crystal awards, depending on their size, shape and value. Many events require dealing with different types of vendors in specialized trades. If weather is an factor, you may need to store some of these items on the truck which delivered them. These types of transportation systems are generally more expensive due to the risk of liability and effort involved in successfully delivering your items.

When formulating your budget, try to anticipate suitable amenities so that your executives arrive prepared for the event. Doing so may determine whether or not you will be hosting their next event. Consider whether your guests will arrive hungry or jet-lagged from a trip around the globe.

If they're looking forward to relaxing on the way to the event, consider providing them with entertainment while they're traveling, as well as cocktails and hors d'oeuvres. Remember, you can multitask with a console. You can broadcast a sports event or other entertainment option, as well as deliver a briefing to your executives.

In any case, it is absolutely essential, when ministering to executives, to anticipate their needs, in order to provide them with comfortable and reliable transportation.

Confirm your transportation arrangements and find out who actually needs a ride. Do you really need all the vehicles you reserved? Does the hotel need to run their shuttle more often because your event participation has increased? Do you need to seek outside vendors to meet changing demands? Between the hotel courtesy shuttles, the competitively priced national chains, and the local shuttle services found in the phone book, you should never have a problem finding a back up.

Event Transportation Management demands extensive advance preparation. It also requires constant updating to stay in step with evolving circumstances. Good record keeping is a must.

One tip which could save you hundreds of dollars, would be to arrange a central meeting point for your attendees. A small reception at an airport hotel (while awaiting the arrival of other guests) is a very practical way to arrange simultaneous chartered transport for the entire group.

Best of luck with your project!