Transportation is a crucial element of any live event, whether it's moving people, equipment, or materials. But how can you estimate how much to allocate for transportation costs in your budget? Here are some tips to help you plan ahead and avoid surprises.
When planning a live event, the first step is to identify the type of transportation you need. This should be determined by the size and type of your event, the location and venue, the number and profile of your attendees, and the amount and nature of your equipment and materials. For example, consider how far your event is from the nearest airport, train station, or bus terminal. Is it accessible by public transportation? How many people are expected to attend? Do they have any special needs or preferences? Additionally, think about how much equipment and materials you need to bring to your event and how they will be transported. Do they require any special handling or storage? All these factors should be taken into consideration when selecting the right transportation for your live event.
When event managers come to us asking for quotes, normally it's how can we move the most people as easily and together as possible. But also having options to transport everyone up or down the hierarchy of the business is important. Sometimes the ceo and executive team don't want to travel with frontline staff and sometimes they do. Being able to have multiple vehicles across different timeframes is important also. Lastly, move live event managers / businesses find it easier to work with one business for all of the transport needs. Not just the ones that your business may be able to provide. Upscale or outsource.
Once you have a clear picture of your transportation needs, you can start looking for the best options to meet them. Depending on your event, air travel may be the fastest and most convenient way to travel long distances, though it is also the most expensive and subject to delays and cancellations. You may need to book flights and arrange for airport transfers and baggage handling. Ground transportation can include public transportation, taxi, ride-sharing, car rental, shuttle, or coach services. These options might be necessary to get to and from the airport, the venue, or other locations related to your event. You may also need to provide these options for your attendees if your venue is not easily accessible or if you have off-site activities planned. Freight transportation involves shipping your equipment and materials to and from your venue by air, sea, road, or rail. You may need to hire a freight company, a courier service, or a logistics partner to handle this aspect of your transportation while considering customs, taxes, insurance, and security issues involved in moving goods across borders.
Once you have identified your transportation options, you need to compare their costs and benefits. You can use online tools, such as travel websites, price comparison platforms, or budget calculators, to find the best deals and rates for your transportation needs. Additionally, contacting transportation providers directly and asking for quotes, discounts, or packages is another great option. When comparing transportation costs, there are several factors to consider. The total cost should include taxes, surcharges, tips, and other expenses related to transportation. Additionally, if traveling internationally the exchange rates and currency fluctuations should be taken into account. The quality and reliability of transportation should also be considered; this includes the comfort, safety, convenience, and punctuality of your options. Reviews, ratings, or reputation of the transportation providers should be checked along with their policies, terms, and conditions. You may also want to factor in the environmental impact of your transportation choices. Lastly, the flexibility and contingency of transportation should be considered; this means looking for options that offer refunds, credits or vouchers as well as insurance or compensation for delays, losses or damages in case of changes or emergencies.
Transportations costs have a lot of variables. Between inventory differences and various pricing structures - you need to make sure you’re comparing apples to apples. The best way to approach this is to be crystal clear on your needs and wants.
When allocating your transportation budget, you may want to use a spreadsheet, software, or app to track and manage your budget. It's also recommended to consult with your accountant, finance team, or event planner to ensure that your budget is realistic, accurate, and compliant. To maximize the value of your budget, prioritize essential, cost-effective, and suitable transportation options. Negotiate with your transportation providers for discounts, packages, or incentives. Compare different offers and proposals to find the best one for your event. Lastly, plan for contingencies by setting aside a percentage of your total budget for any unforeseen or additional costs that may arise during your event. Have backup plans or alternatives in case of disruptions, cancellations, or changes.
The final step is to review and evaluate your transportation budget after your event. This will help you assess how well you planned, managed, and executed your transportation strategy, as well as identify any areas for improvement or learning. You can use feedback, surveys, reports, or analytics to help you review and evaluate your transportation budget. Consider if you met your objectives and expectations, if you stuck to your budget, if you encountered any transportation challenges or issues and how you overcame them, and if you achieved any successes or opportunities and how you capitalized on them. Additionally, ask yourself what lessons were learned from these experiences and how they can be applied in the future.