Event Planning Guide - Event Transportation

Thinking about transportation is an important aspect when planning any event. Make sure to assess where your guests are coming from and what may affect their arrival. Are they coming from work and will have to fight rush hour traffic? Consider having your event a little later to allow for this type of delay.

If the event you are hosting includes guests traveling from far away, you may also need to consider airfare in your budget planning, as well as transporting guests to and from the airport to hotels, and from hotels to the event itself. Make sure all airline tickets are ordered and that all guests have a ride to and from the airport. Many hotels offer shuttles to and from the airport, but VIPs will likely require limousine or town car service.

If participants are making their own way to the facility, make sure to factor in parking. Is there enough space to accommodate all of your guests? How much does parking cost? Consider renting an adjacent lot, or tell guests to park in a nearby location and shuttle them to the event. On the other hand, valet service at an event can be a classy touch that your guests will thank you for. Having valet parking also allows cars to be parked farther away without making your guests walk the distance. You may also want to consider holding your event in an out of the way location where parking may be less of an issue, rather than in the downtown core. However, holding your event in a central location that is accessible by public transportation can also make economical and environmental sense.

If you want to provide your guests with transportation, you have several options to consider. Which option you choose will depend on the guests themselves, your budget, and the type of event you are planning. For instance, if you are planning a modest wedding, using taxi service may be the perfect choice to transport your guests in a way that still allows them to relax and enjoy the ride. However, if you are hosting a more elegant, high-end affair, particularly if celebrities or other VIPs are present, you would want to opt for a limousine or a chauffeured town car. Town cars can be every bit as luxurious as a limo, but draw less attention. If the event is an environmental affair, consider picking up guests in chauffeured hybrid cars, or even horse-drawn carriages or pedicabs if the venue is close enough.

Whatever your transportation option, Event Solutions can help you conceive, book, rent and manage your event transportation to make sure everyone arrives and leaves safely, promptly, and in style!

Ready to see what Event Solutions can do for you? Call us at 800 850 9979 or click here!