Airport or Station
Delegates arriving from different locations may require individual or grouped arrival movements.
Conference and delegate transport coordinates passenger movements between airports, stations, hotels, conference venues and other scheduled locations. The transport plan should follow the delegate programme from arrival through to final departure.
Delegate transport can begin before the conference opens and continue after it finishes. Arrivals, hotels, daily transfers, evening functions and departures may all form part of the same transport requirement.
Delegates arriving from different locations may require individual or grouped arrival movements.
Hotels often become the starting and finishing point for scheduled delegate movements during the programme.
Transport should be timed around when delegates need to arrive at the venue, not simply the published start time.
Return airport, station or onward transfers can be planned around the delegates' individual departure requirements.
Map the complete delegate journey first. This makes it easier to identify which movements can operate together and which require separate transport.
Delegate transport becomes easier to organise when the travel information and event itinerary are considered together rather than as separate bookings.
Establish how many people require transport for each movement, not only the total conference attendance.
Airport or station arrival and departure information helps organise the beginning and end of the delegate journey.
Identify which hotels are being used and which delegates are associated with each location.
Include when delegates need to arrive and when scheduled sessions or activities are expected to finish.
Dinners, receptions, off-site meetings and other programme elements may create additional transport movements.
Airport and station movements should account for luggage when the vehicle requirement is assessed.
Delegates with compatible arrival requirements may be considered together rather than automatically creating a separate vehicle movement for every traveller.
Passengers staying at the same hotel can form a logical group for conference and event movements.
Delegates travelling to the same conference, meeting or programme location can be planned within the same movement where practical.
Speakers, executives or delegates with different schedules may require separate movements from the main group.
Group delegates logically without forcing passengers with different timings or destinations into the same transport movement.
Send us the conference dates, passenger numbers, travel details, hotels, venues and required movements. The transport requirement can then be considered across the complete delegate programme.