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What are some best practices for communicating with event transportation providers and drivers?

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Event transportation services are an essential part of any successful event planning. Whether you need to shuttle guests from the airport, transport them between venues, or provide them with a memorable ride, you need to work with reliable and professional providers and drivers. In this article, we will share some best practices for communicating with event transportation providers and drivers, from the initial booking to the day of the event.

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1 Choose the right provider

The first step to ensure a smooth event transportation experience is to choose the right provider for your needs. You should research the reputation, experience, and availability of different providers in your area, and compare their prices, services, and reviews. You should also ask them about their policies, insurance, and contingency plans in case of emergencies or delays. Once you have narrowed down your options, you should contact them and discuss your event details, such as the date, time, location, number of guests, and type of vehicles.

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Reshma Hyder

Founder MASRIF | Financial Services | Global Diversity & Inclusion
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In my recent event planning experience, I found quite a few of my guests seeking Uber or Lyft credits. I found it easier to collaborate and partner with shared driving vendors as a demand driven need. Consequently, for several international travelers using business travel, airlines often provide rides on their own. It is perfectly reasonable to expand and diversify the pool of transportation providers.

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2 Confirm the details

After you have booked your event transportation provider, you should confirm the details of your reservation and get a written contract. You should review the contract carefully and make sure it includes all the relevant information, such as the name and contact of the provider and driver, the vehicle model and license plate, the pickup and drop-off locations and times, the payment terms and methods, and the cancellation and refund policies. You should also ask for a confirmation email or text message with the same details, and keep a copy of both the contract and the confirmation for your records.

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3 Communicate the expectations

Before the event, you should communicate the expectations and instructions to both the provider and the driver. You should let them know the purpose and theme of your event, the dress code and etiquette, and any special requests or preferences you or your guests may have. You should also provide them with a detailed itinerary and a map of the routes and venues, and update them if there are any changes or delays. You should also ask them for their feedback and suggestions, and listen to their concerns or questions.

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Reshma Hyder

Founder MASRIF | Financial Services | Global Diversity & Inclusion
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One effective way to help connect the guests is to share linked in profiles of guests and have providers share accurate description of drivers to avoid hassle to find guests.

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4 Check the vehicles

On the day of the event, you should check the vehicles and make sure they are clean, comfortable, and safe. You should inspect the interior and exterior of the vehicles, and look for any signs of damage, wear, or malfunction. You should also test the features and amenities, such as the air conditioning, heating, lighting, sound system, and Wi-Fi. If you find any issues or problems, you should report them to the provider and the driver, and request a replacement or a refund if necessary.

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5 Tip the drivers

After the event, you should tip the drivers and thank them for their service. Tipping is a common and expected practice in the event transportation industry, and it shows your appreciation and respect for the drivers. The amount of the tip depends on the quality of the service, the duration of the ride, and the number of guests, but a general rule of thumb is to tip 15% to 20% of the total fare. You should also give the drivers a positive review and a referral if you are satisfied with their performance.

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6 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?

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What are some best practices for communicating with event transportation providers and drivers?

1

2

3

4

5

6

1 Choose the right provider

2 Confirm the details

3 Communicate the expectations

4 Check the vehicles

5 Tip the drivers

6 Here’s what else to consider

Event Planning

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What are some best practices for communicating with event transportation providers and drivers?

1

2

3

4

5

6

1 Choose the right provider

2 Confirm the details

3 Communicate the expectations

4 Check the vehicles

5 Tip the drivers

6 Here’s what else to consider

Event Planning

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