Event transport: Essential success factor or costly afterthought?
Unfortunately, I often hear that concessions are made when it comes to transport and that organizers often underestimate the impact this has. So how do you prevent this and host an unforgettable event?
Transport is key
Transport is an essential component in every event, whether it's transporting participants from the hotel to the event location or transporting visitors from the parking area to the event. That being said, transport is rarely a key component in event organization and is often seen as a marginal, albeit costly, issue. How much energy are you willing to invest in it?
Identify needs
To organize good event transport, it's important to contact a professional at an early stage in the planning process. This professional can brainstorm with you and find out which form of transportation best suits your needs. Visitor arrival and departure times are often viewed as a secondary issue, but have a huge impact on transportation as a whole and therefore on costs. Involving an expert early on can help you manage your transportation plan and determine what is and is not necessary.
Responding to current needs
I realize that the early stages of event organization are based largely on assumptions and that things can work out very differently than initially planned. Things like weather, traffic, publicity and the current state of affairs can have a big impact on visitor turnout. But a good carrier is essential in these situations as well. Carriers should act quickly and make immediate changes based on current transport needs. This is not something you should have to worry about as the event organizer.
What about costs?
How does this impact costs? Here, too, it's important to involve the carrier at an early stage in the organizational process. They can tell you which variables will influence costs, which in turn will give you a comprehensive overview of the financial implications for the preferred solution and transport plan. Identifying these factors in advance will help you manage your budget, needs and preferences. The question shouldn't be how many vehicles you need, but how to transport as many people as possible for the lowest cost possible, while maintaining quality for the traveller.
Success for all parties
In short, transportation tends to be an expensive afterthought that organizations want to spend as little time on as possible. For carriers, however, transportation is a core business activity that must be arranged perfectly. Make sure to involve the organization on time and ask for advice. In the end, the success of your transportation will contribute to the success of your event.
