For most event planners, ensuring delegates or clients can easily get to the booked venue is possibly the most crucial part of the planning process. In November 2017 AIM Group released a white paper outlining ways in which to ensure delegate transport to and from event venues is well planned for and as easy to make use of as possible. These are the considerations the paper included (original source link below):-
1 - Study the accessibility of the destination, its proximity to airports and other means of transport
Prepare a traffic analysis and a logistical study of the area and test out public transport. Evaluate walking or cycling options too. From the data collected decide what your vehicle arrival and departure options are, drop off and pick up spots, as well as routes for pedestrians and cyclists.
2 - Assess the efficiency of the destination’s public transport
Take into consideration that conference participants will create an extra burden on the local transportation network, especially during rush hour in the morning and afternoon when local commuters are going or coming from work. Some cities increase the frequency of public transport service during these hours.
3 - Make the right choice to better allocate your budget
Whether you will be picking up the participants at the airport, chartering buses, hiring taxis or providing free tickets for public transport making the right choices while seeking efficiency will help you better allocate your budget.
4 - Integrate public and private transportation
If buses are needed, will you set meeting points serving more than one hotel from a single departure hub or will you dedicate bus lines to each booked hotel? Creating transport hubs is an efficient strategy for incoming traffic from the different areas and arrange a main transfer to the final destination.
5 - Find a sponsor
The local council, the convention bureau, and/or the hotel association of the destination can be involved in sponsoring transportation. Large meetings and conferences offer great advertising and sponsorship opportunities because of the amount of exposure they provide. It is also possible that the sale of hotel rooms can help to support transportation costs by including part of the bus costs per person in the room rate.
6 - Work with local authorities
City officials can help you with special permissions (parking, street closures, changing directions if needed). Please keep in mind that meeting police officers and city authorities may require more than 12 months of advance notice to be successful.
7 - Select your suppliers
You need to look for companies with a proven track record of managing transportation for events like yours. Planning routes, defining pick up and drop off areas, selecting single or multiple bus companies, selecting and hiring assistants and coordinators, the design and realisation of signage for participants - each of these aspects is an activity inside the activity.
8 - Make a taxi implementation plan
Define a taxi implementation plan and agree with taxi associations on how to provide the best possible service.
9 - Be ready to handle unexpected requests
During an event, the last minute needs never end and the variables are endless. Handling unexpected and urgent requests requires a perfect grasp and strong teamwork
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Source: AIM - “Transportation & Events” Formulating your transportation Plan - White Paper authored by Rodolfo Miccoli / https://goo.gl/SYdtwB