If you're organizing a special event, you want to make sure everything goes as planned. A big part of that is making sure every little detail is thought out and organized before, during, and after the event.
However, there are several major mistakes to avoid when planning things like transportation for your event. Something wrong with the transfer can make an unfavorable first impression.
See below for all the different event transfer errors that you may want to avoid at all costs.
1. Not considering traffic
One of the biggest mistakes event planners make is not thinking about the timing of the event and how local traffic will affect it.
For example, if you set your event to start immediately at 9 AM on a weekday, you will need your guests to arrive an hour before that date.
But that means your event transport will get through morning traffic. More traffic means more potential for congestion, which can delay your guests.
First, schedule your event start time keeping local traffic in mind. Second, you can hire a professional moving service who will recommend pick-up times to ensure timely delivery.
2. Hire the first airline you find
Not all carriers are created equal. Many event planners have the misconception that they can expect the same high level service by choosing any transportation service for their event.
However, a reliable moving service has the experience and knowledge you need. You need to be certain and take the time to find the right service for your event.
Do they have experience taking people to events like yours? How do they train their drivers? What is the total price for their service including all transportation fees for the event? How many vehicles do they recommend renting for your event?
The more answers they give you, the better able you are to put your transportation needs in their hands.
3. Never hire professionals
Many event organizers try to cut down on the overall event budget by cutting out professional transportation. Instead, they will either hire friends/family to pick up their guests or just assign staff to each one of them.
Failure to use professional transportation may endanger the entire event.
What if the guest speaker doesn't show up on time? What if the "driver" you hired for the truck was in a crash? What if one of your guests needs special services like an elderly person or an injured person?
The only way you can guarantee everyone's safe and happy arrival is with professional transportation. This will help make a great first impression for your event, leaving everyone arriving happy and excited to start the day!
4. Not giving the correct address
Imagine the horror of receiving a call from a professional shuttle operator that brought them to the wrong location. You will then realize that you gave the service the wrong address for your event.
Sure, a simple mix-up of building numbers could mean they're just a block apart, but that will get in the way of your event. You are now making the whole event difficult.
Be sure to double check the address you provided to the professional moving service before the big day. This way, you won't get any unwanted surprises on the day.
5. Not providing transportation for your guests
Once you've scheduled a professional shuttle to pick up your guests, you'll want to let everyone know what arrangements you've made.
You may have some guests who will try to arrange their own car to get to the event, but don't let them do that.
I have organized event transfers to ensure everyone arrives at the same time. If you have some people who deviate from these arrangements, they may not arrive on time, which will ruin the whole event.
Make sure everyone is on the same page about where transportation will take them, what times, and how many people are allowed to use each vehicle.
6. Not limiting the number of staff for your event
Giving an accurate account of the transportation service is important for various reasons. This ensures that neither too many nor too few vehicles are lined up for the big event.
Very few vehicles, and you'll have guests who have to make other transportation arrangements to get there on time. In fact, visitors who miss your traffic may decide not to participate in your program.
Too many vehicles and you've spent your budget on unnecessary limousines or cars you don't need.
Make sure you make a detailed list of the guests who will come and provide the correct numbers to serve you. If someone cancels, be sure to update your carrier.
Avoid these transfer mistakes.
Now that you've seen all the costly event conversion mistakes to avoid, it's time to switch to a reliable service.
Not sure where to start?
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