Whether your event venue is remote or lacking sufficient parking, coordinating transportation for your guests can be a great option! Not only will you save your friends the headache of getting lost or fighting over the last parking space, but you can also give yourself the peace of mind that they will arrive safely, on time, and ready to celebrate!
Here are a few tips to keep in mind when organizing event transportation...
1. Book in Advance
Take into consideration what time of year your event is taking place and if it is occurring the same weekend as other major events. This doesn’t just include major holidays and sporting events. Think about high school prom’s and college graduations too!
High-Class vehicle transportation will be in high demand therefor you may need to book in advance. It is generally recommended you coordinate transportation 4 months in advance!
2. Safety and Security
The safety of your guests takes precedence over convenience, cost, and style. Make sure to check the standing reputations of transportation companies using the U.S. Department of Transportation website. You can also use sites like Yelp and Angie’s List to cross reference ratings and reviews!
Ask what qualifications drivers must have to work for the company. Find out if the company has their drivers do drug testing, background checks, and if they need a clean driving record to work for the company.
How do they handle unexpected circumstances? Ask about the unforeseen! Have a good understanding of how the company would handle a broken-down vehicle, a sick driver, or unfavorable weather so that you know the solution to the problem, whether it happens or not!
Ask to see proof of insurance! If you assume that the transportation company has it all covered, guess again. Transportation companies have different regulations based on where they are traveling, so do your research! The last thing you want to happen on your big day is having a vehicle impounded and a hefty fine to pay.
After you establish how many guests will be transported, how many venue routes will be driven, and the time needed to drive each route, do your homework and start calling! Most transportation companies will charge by the hour and will have a minimum time period.
Get several quotes and keep track of rates and packages, as many companies will match the prices of competing companies.
Inquire about free extras that can be included as part of individual event packages!
4. Transportation Logistics
Think about the nitty-gritties for the day of the event to ensure that every angle is covered and carefree!
Avoid overcrowding by not filling every car to capacity. Party dresses, alcohol, and excitement on the big day will call for a little extra breathing room!
Give drivers maps and information early in the day. This should include detailed directions, maps, itineraries, and contact numbers. Make sure that someone in your party also has the company contact information, as well as personal contact numbers for each driver.
Get the details in writing! To avoid any miscommunications or billing surprises, make sure that you have a clear contract with the transportation company! This should include the date, time, drop-off and pick up locations; the type and number of vehicles rented; the exact hours each vehicle is rented for; the specific amenities stocked in each vehicle; the total rental and service cost, including gas and mileage; any overtime fees and gratuities; the deposit amount and what the companies cancellation and refund polices are.