Organizing celebrations and special gatherings are all fun and joy at first, but later it can turn into a nightmare if you lose control over just one detail. To keep the puzzle complete, you should focus on the vital element – event transport and how to choose the right one.
We can, with certainty, say that organized transport to an event is a must. It plays a big role in how the entire occasion is experienced. To get the most out of it, you should plan ahead so that when the date comes, you can sit down, relax, and enjoy the show.
To prevent the planning process from leaving its course, we will give the top 5 tips that will help you pick the right event transport for your special day:
- Make a plan
- Find a company that offers transportation management
- Choose a flexible service
- Ride in style
- Create an amusing atmosphere
1. Planning is everything when organizing an event transport
Good structure leads to good content – a good plan leads to a successful event.
To begin with the realization of your plan, it is always a good idea to choose one of the trusted event transport services. When deciding which one you will choose, it is crucial to check the service first. Visit their site, read reviews, seek references, and ask others about their experiences.
Go into full details – look for testimonials on safety, if the company has a valid license not only for the company but also for drivers.
Take your budget into consideration, place of pick up as well as of drop-off, how many people need the ride, the routes you will take (add alternative routes just in case), and time spent in the vehicle.
When you have everything considered in one place, success is guaranteed.
Here are the most common occasions that put transport services in high demand:
- Wedding celebration
- Prom night
- Corporate event
- Airport transfer
- Night out
- Birthday party
- The proposal, a bachelor/bachelorette party
- Class / family reunion
- Holiday touring and sightseeing
- A relaxed ride to a SPA
Make a solid plan for any of these occasions, and with the right event transport, you’ll have the best ride ever.
2. Find a company that offers transportation management
The role of transport in event management is huge – actually, it is a priority in the realization of your special occasion. If you are organizing a party transport for a larger group, you should look for a company that will provide you much more than just a ride.
Transportation management means thinking in advance about:
- the most efficient and safest routes
- the closest parking spot and with a city or venue authorization
- considering any possible delays with up-to-the-minute communication
Each reputable company acknowledges that they should help you from the administrative aspect. Anyone can provide a ride, but the point is to keep passengers’ experience intact.
A good company means impeccable service – thinking broadly, considering every possible detail, not just the number of vehicles and drivers that will transport you from point A to point B. It means happiness for each passenger.
3. Choose a flexible service that will provide enough space
Reasonably, you should choose a company that will be big enough to answer all your needs, and efficient enough if any last-minute changes occur.
When organizing transport to an event, make sure to leave enough space for everyone who will be taking the ride. Provide them with comfort and book more seats than needed. Not every seat has to be filled all the time. Thus, passengers will be free to move between seats or if you have V.I.P.s onboard, their privacy will stay unharmed.
When the event is over, not everyone will board the vehicle at the same time, and people may get frustrated by waiting for the transportation to be filled to its full capacity. Hire more vehicles and arrange a comfortable and stress-free ride for everyone.
In case you need additional event transport on the spot, the company should react fast and find a solution. They should act according to the slightest changes added to your itinerary, and provide ADA-compliant vehicles if necessary.
They should offer a vast fleet of vehicles, a variety of elegant cars and limousines, vans, and party buses. The size of fleet and disposal of ADA-compliant vehicles validates the company’s flexibility, and efficiency if any last-minute changes try to deteriorate the course of your plan.
All things considered, we can conclude that event transport should not be left to the guests. Use this occasion to show that you are a true professional.
4. Choose a luxurious and stylish fleet
Whatever the event is, car hire for wedding, prom transfer, or anything else, you want your guests to ride and arrive in the highest style that will match with the occasion.
Event buses might be amusing, but they are not the best choice for all types of events. For instance, if you attending a corporate event, buses won’t leave the same impression as an elegant limo would. Therefore, choose the vehicle that fits the occasion and leaves everyone speechless.
By organizing transport for your event, try to show why you should be hired again to organize some others in the future. As a well-organized planner who provides event transport solutions, you will earn respect and be regarded as a highly reliable person.
On the other hand, if you need a bus for a large group, don’t forget to check the condition and functionality of the bus. Investigate if it will be clean before your ride and what sort of maintenance the company applies on their buses.
You don’t want to end up with a bus that reveals it was transporting a large group of students the previous day. You should get a bus that guarantees comfort.
For instance, if you are planning a long trip, you should require a bus that offers adjustable seats, power outlets, and Wi-Fi that will take the ride to some higher level.
You can also consider other options like renting a shuttle service for the event.
5. Say goodbye to boring trips
If you are planning a long journey from point A to point B you will need a point to point service. Do your best to turn the event transport into an interesting and fun experience for all guests.
For example, you can hire a speaker or a tour guide that will keep everyone’s attention by talking about the city you are visiting or event topic.
To set the right mood for the ride, it is important to know your passengers. By knowing them, it will be much easier to entertain them and decide what activity to organize.
It will be an unexpected plus for everyone and the time will pass quicker. The passengers will get an opportunity to find out new interesting things without getting bored on a long-distance ride.
Everyone will be happy for having 2 in 1 – an educational ride and epic celebration they are looking forward to.
How to choose event transport – conclusion:
Most events consist of several elements that usually include transport from one destination to the next. Using the steps above, you will improve your event and make yourself a responsible and detailed planner.
Precariousness and unpredictability can easily ruin everything. Don’t let that happen, follow our guide, and have an event that is an utter success.
You can never go wrong with choosing a reliable transportation provider or a reputable limo company. Their chauffeurs are true professionals who will go the extra mile to provide nothing but a comfortable ride to your guests.
Special event transportation will set the tone for the rest of your occasion, therefore choose wisely.