Efficiency is key in providing customers a memorable experience, especially when it comes to event planning and management. Whether it’s a product launch, a meeting or an event, ensuring your guests have seamless transportation services is extremely important. We’ve chalked out 5 important tips to follow to help you design and plan your next event transportation.
Plan in advance
Plan well ahead and plan in detail. Major events and launches are bound to go through changes up until the last minute. So ensure you have a detailed plan referencing every part of the event. Include drawings and bullet points so every team member is well versed and knows exactly what to do in any situation that could possibly come up. Once you’ve created a plan, create a backup plan as well. This will help you be prepared in view of an emergency such as road closures, vehicle breakdowns, etc.
Communicate, communicate, communicate
Communication is important in every industry but especially during event transportation planning. Communicate with every member of your team along with your vendors and service providers to ensure everyone is aware of their role. If there’s even the slightest change in your schedule, notify every member so they’re on the same page as you. When it comes to huge events, changes are bound to creep up, whether it’s guests getting delayed, changing pick up destinations or weather forecasts. Communicate well and clearly to make a lasting impression on your guests.
Be professional
Don’t let vendors take you for a ride with delayed or half-hearted services. Since you’re paying for services such as transportation consulting, be firm yet professional about getting your money’s worth. Communicate in advance so that you’re not sidetracked by any new issues. Aim to build a lasting relationship with vendors and they will make it a point to provide you with high-quality service.
Evaluate your routes
Ensure you’re aware of your routes and their possible alterations. This is necessary because event transportation planning can see the rise of unforeseen circumstances such as road developments, weather challenges, etc. at any point. You want your guests to feel welcomed and have a smooth experience without worrying about external factors.
Follow up
Following up is crucial when you’re working with vendors of any kind and with transportation vendors, you cannot afford to take a chance. So ensure you follow up regularly until the day of the event and definitely a day prior to the event as well. Also, give them a 30 minute or 1-hour warning before your event starts so you can work on your backup plan in case there are any last-minute changes.
Planning any kind of event transportation can be tricky. The devil is in the details but can be easily achieved if you plan well and communicate efficiently.
