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You need to transport guests to your event. How can you guarantee a smooth ride?

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If you are planning an event that requires transporting guests from one location to another, you want to make sure they have a comfortable and hassle-free ride. Whether you are hiring a bus, a shuttle, a limo, or a car service, there are some steps you can take to guarantee a smooth ride for your guests. Here are some tips to help you plan and manage your event transportation services.

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Jessica Lore

Event Marketing Leader
Amir Rashed Khan

Director, Corporate Affairs, Brand and Marketing at Standard Chartered Bank

1 Choose the right vehicle

The first step is to choose the right vehicle for your event and your guests. Consider the size, style, and amenities of the vehicle, as well as the distance, duration, and route of the trip. You want to make sure the vehicle can accommodate the number of guests, their luggage, and their special needs. You also want to make sure the vehicle matches the tone and theme of your event. For example, a party bus might be more suitable for a fun and casual event, while a limo might be more appropriate for a formal and elegant event.

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Jessica Lore

Event Marketing Leader
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Consider Uber for Business vouchers! You can easily allow provide your guests with a dollar amount for a ride OR allow them to grab an Uber on your for up to X amount of trips per day. It's a simple way to add a touch of customizable hospitality.

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2 Book in advance

The second step is to book your event transportation services in advance. This will help you secure the best rates, availability, and options for your event. It will also give you enough time to communicate with the transportation provider and confirm the details of your reservation. You should book your event transportation services at least two months before your event, and follow up with the provider a week before and a day before your event to ensure everything is on track.

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3 Provide clear information

The third step is to provide clear information to your guests and your transportation provider. You should inform your guests about the transportation arrangements, such as the pick-up and drop-off locations, times, and contact details. You should also provide them with any instructions or guidelines they need to follow, such as wearing masks, tipping the driver, or checking in with the coordinator. You should also provide your transportation provider with the guest list, the itinerary, the emergency contacts, and any special requests or preferences you have for your event.

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Amir Rashed Khan

Director, Corporate Affairs, Brand and Marketing at Standard Chartered Bank
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In my opinion, clear communication in terms of pick and drop location and time makes everyone’s life easier. If possible each vehicle should have a dedicated coordinate to centrally manage the transportation. Making a WhatsApp group also helps coordinate.

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4 Coordinate the logistics

The fourth step is to coordinate the logistics of your event transportation services. You should assign a transportation coordinator who will be responsible for overseeing the transportation operations, communicating with the driver and the guests, and handling any issues or changes that may arise. You should also have a backup plan in case of delays, cancellations, or emergencies. You should also monitor the traffic, weather, and road conditions, and adjust the schedule or route accordingly.

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5 Gather feedback

The fifth step is to gather feedback from your guests and your transportation provider after your event. You should ask your guests about their satisfaction, comfort, and experience with the transportation services. You should also thank them for their participation and cooperation. You should also ask your transportation provider about their performance, challenges, and suggestions for improvement. You should also express your appreciation and gratitude for their service.

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6 Review and improve

The final step is to review and improve your event transportation services for future events. You should evaluate the results, costs, and outcomes of your transportation services. You should also identify the strengths, weaknesses, opportunities, and threats of your transportation strategy. You should also implement the feedback, lessons, and best practices you learned from your event. You should also celebrate your achievements and recognize your team and partners.

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7 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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You need to transport guests to your event. How can you guarantee a smooth ride?

1

2

3

4

5

6

7

1 Choose the right vehicle

2 Book in advance

3 Provide clear information

4 Coordinate the logistics

5 Gather feedback

6 Review and improve

7 Here’s what else to consider

Event Planning

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You need to transport guests to your event. How can you guarantee a smooth ride?

1

2

3

4

5

6

7

1 Choose the right vehicle

2 Book in advance

3 Provide clear information

4 Coordinate the logistics

5 Gather feedback

6 Review and improve

7 Here’s what else to consider

Event Planning

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