Monday, November 19, 2007

Ground Transportation Tips

  • How can meeting planners make the most of their ground transportation dollars? Here are some tips to help you out!

  • Reserve your transportation as soon as possible. In addition to avoiding cost increases, you will also avoid a last-minute scramble to find appropriate vehicles.
  • Be sure to communicate with your guests. This is very important. Keep all meeting attendees up-to-date on pick-up and drop-off times, pick-up and drop-off locations, and what types of vehicles to look for.
  • Be as accurate and as detailed as possible when booking your ground transportation. It is important to have as much information as possible prior to booking your ground transportation. When calling to reserve, please be prepared with date and duration of your event, location(s), number of attendees, type of attendees (VIPs, executives, employees, etc.), information for any off-site transportation that may be needed, and any special services that may be needed (meet-and-greets, special signage, etc.).
  • Budget appropriately. It is best to figure approximately 10% - 15% of your meeting budget for ground transportation.

Large meetings, corporate events, and corporate road shows are no doubt a huge undertaking for any event planner. With proper planning these events can run smoothly and be a success. Don't under-estimate the impact that solid, professional ground transportation can have on the overall success of your event. Keep the above tips in mind when planning your next corporate event and you can be assured that a great and productive time will be had by all.

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