Our team built a custom VIP transport solution for our client, IMG, and The Saudi Golf Federation (SGF) that included 150+ mixed fleet vehicles.

The initial phase included integrating with the project’s team to design and operate a fleet-staging yard close to the central accommodations within KAEC, and create arrivals and departures dispatch manifests, daily schedules, a driver welfare program, and fleet servicing schedules.

After this we conducted reviews and made calculations against the flight arrivals manifest, using private aviation to create personalized services to match the project vision. We designed and implemented daily run sheets, provided an operations team to manage arrivals, departures, daily transfers, and fleet management, and ran over 300 arrivals with an average of 125 daily trips or transfers.

We had direct liaison with SGF, IMG, and KAEC Security to organize and deliver protocol escorts for guests’ movements over the four-day event.

Management

To design and plan this event, we needed to conduct several tasks in parallel with managing internal and external stakeholders and suppliers. Our procurement and commercial secured 85+ BMWs and other vehicles while the transport managers organized fleet allocations and usage models based on the daily transfers, arrivals, and departures manifest.

Challenges

Fleet allocation was the most significant challenge as it was critical to maintain the highest levels of services and equipment standards while staying within budget. The second challenge was the ever-changing requirement for players and ad- hoc SGF guests to attend simultaneous events within the invited group. The information flow consisted of three hospitality programs – for SIBA, the SGF and PGA – under one umbrella.

Solutions

Our solution was to maintain a primary fleet with a guaranteed on-call contingency fleet whose drivers were already vetted and trained in customer service. We also conducted dry-run training with the primary fleet. Additional fleet dispatchers were activated to cover the three hospitality groups, with airport operations incorporated into 24-hour service coverage to accommodate all guest requests at all times.