Be it a personal or corporate event, transportation management plays an important role in the entire event experience. For a local or a small event, it is possible for you to manage the transportation by yourself. But the problem arises when there is a big event, especially on a national or international level. For such kinds of events, the smooth management of transportation cannot be handled single-handedly.
What can be the solution? Choose a professional team that provides event transportation solutions. It will help you have full control over your event, get equipment, goods, and guests on time and stay connected with the internal and external network for the event in an organized way.
In this post, you will go through a detailed discussion of the event transportation management system. It will help you in the future for planning any event and running that seamlessly. So, without further ado, let’s start the discussion.
What Do Event Transport Solution Include?
For various events like large corporate events, business meetings, sports events, trade shows, conferences and transfers, you will always need organized event logistics support.
Here are a few factors that should be included in event logistics services.
Reliable Assistance & Availability of Different Ways
Your guests should be transported in a fast and secure way. With various types of vehicles, like buses, taxis, etc. you can transport the attendees in a thoroughgoing way to all the desired locations. An expert event transport provider is aware of all the alternative routes to avoid traffic congestion and unnecessary delays.
Big events and conferences require a well-organized and proper transportation process. Professional event transport managers can arrange the whole organization of the needed transportation. Their team of coordinators and dispatchers control the entire transport to and from the site of your event, straightly predicting the situations that may occur. If you cooperate with them, they can develop a complete plan for transportation before the actual event day.
Clear communication between you and your transport vendors throughout the event is important. Also, there should be communication with your guests as well. To ensure that the whole transport process is appropriately guided, there are different ways to optimize the communication, such as location or client notification cards in the vehicles, traffic controllers and route signages throughout the way.
Safety is a key concern when it comes to event transportation. It shows how much you care for your attendees and staff members. The bigger an event, the more important safety, however, even for small events you should still keep this a consideration. To ensure safety, take reasonable steps to avoid any possible harm that can affect the whole event experience. By checking the suitability of the event venue, performing a risk assessment, having a backup emergency plan the safety usually gets assured.
What are the Challenges Involved with Event Transportation Management?
In events, having a proper plan for managing transportation is not enough; the plan needs to be executed properly. Every single element of the transportation requirements should be carefully thought of and vetted. Otherwise serious problems can occur and ruin the event experience.
Below are a few common things that often go wrong with event transportation management.
1 Late Pick Up of the Guests
Be it a tour, an event or simply the transfer to an airport, picking up guests or attendees late hampers the entire plan of event management. Usually, it happens due to a late departure for picking up. When you leave late for picking up, it is natural to reach the destination late.
2 Road Closure
If there is any traffic congestion or road construction issue during the day of the event, you may face a delay in the transportation management process. Even if you have a proper plan to manage your transportation, sudden road closure due to bad weather or accidents may cause unnecessary congestion and detainment.
3 Incomplete Address of the Venue
Despite careful plans, if you have an incomplete or inaccurate address of the venue during the process of reservation and that detail was never validated, then you may fail to make your event successful.
4 Drivers Mismanagement
If you expect multiple vehicles arriving at your event, without a dry run you may face problems on an actual day. Without a dry run or a map having location details, the drivers may go into the wrong entrance with the wrong vehicles. They may also get into space where they simply cannot turn around their vehicles. Moreover, a one-way street can take them far from the actual pick up location.
5 Lack of Coordination
Due to the lack of coordination between your transportation management team, you may face problems when multiple passengers with different vehicles board at the same time. Without a proper plan of boarding, special boarding areas, signages and on-site coordinators, the entire event can get seriously hampered.
6 Vehicle Malfunction
An ill-maintained vehicle can cause a problem on the day of your event. If your transport management team does not keep any extra fleet in reserve, for any sudden malfunction like a broken part or a blown tire, your whole event may hamper.
7 Insufficient Transportation
If you do not inform your team about the accurate number of passengers, you cannot be sure of the number and sizes of the required fleets. Moreover, due to the lack of information, you cannot keep any extra vehicle to tackle challenging scenarios on the day of the event.
8 Inhospitable Customer Assistance
Despite you having well-thought-of plans for event transportation management, your event can still be ruined because of inhospitable staff members. If you do not work with quality and professional people, your entire plan can be executed incorrectly with rude customer service.
How Can You Overcome the Challenges?
To deal with these challenges, you need to put your best foot forward. Here are a few ways to do that:
Have a Plan
You need to have a proper plan for managing event transportation. Also, you should be prepared for any sudden change in the plan. Have some backup plans too. Stay aware of the areas of concern before the actual day of the event. Plan ahead to avoid unnecessary issues that can hamper the showtime.
Be a People Person
Having a sociable personality will help you maintain a relationship with a wide array of people in your event. This will be useful for having a strong network with other professionals who can help you in the event transportation management. Make sure that you remain calm and show a positive and graceful approach at the time of interaction with the attendees and guests. After all, with warm assistance, you can make them feel welcomed and create a good experience.
Maintain Clear Communication
Have clear communication with your transport vendor, drivers and other staff members about the event venue, parking spot, guest picking up spot, alternative routes, etc. When your drivers go for picking up the guests communicate with them directly for any update. Better yet, use GPS Vehicle Tracking Software to track the drivers.
Harness the Power of Technology
You should harness the power of technology to make your event transportation management smooth and hassle-free. Use an app to handle the attendee experience. You can push notifications at the time of arrival and departure of the guests, make customizations in schedules, etc. Make sure your app works fine in all types of mobile operating systems.
Opt for Expert Assistance
Choose a professional event transport solution provider to keep things organized without having a headache. Experts in this sector do more than just counting the number of attendees and providing vehicles. They begin the process by knowing from you in which way you see your event a success. Then they develop a customized event transport solution that matches your expectations and budget.
If you opt for professional assistance, following up is important. Make sure your event transportation management service provider has all the needed vehicles ready before the event. This will help you have enough time to execute the backup plan if something goes wrong.
How Can You Select The Right Assistance to Manage Your Event Transportation Needs?
Are you thinking of hiring a professional event transportation service provider? To select the right option, here are a few things you must consider:
- The service provider should have wide experience in providing transportation, planning meetings and helping with the details related to any event.
- The service provider should assist you with analyzing traffic flow, planning possible routes, checking the safety records of the fleet vendors, coordinating with local authorities for obligatory permits, appealing police assistance, creating plans for emergencies, and developing a budget.
- The service provider should act as the one-stop hub, having different kinds of vehicles for all types of transportation. It should be a single point of contact for meeting all of your event transportation needs.
- The service provider should have professional and trained staff to handle onsite and offsite situations. Also, at the time of the event, there should be staff for delivering responses directly to the attendee queries, requests, and onsite requirements.
- The service provider should be tech-savvy when it comes to making an event transportation planning efficient. From using a GPS system for tracking and managing fleet and routes to going through automated reporting for receiving accurate passenger counts, a professional event transportation solution provider should be equipped with all kinds of advanced technologies related to transportation management.
Wrapping it up,
Transportation management is a crucial element to make an event successful and create a memorable experience. If you are a pro to manage every transportation needs of your upcoming event, just go for it. But if you want to put a focus on other elements of the event, then ask for professional assistance to hand over the responsibility of managing transport.
Nitin Lahoti is the Co-Founder and Director at Mobisoft Infotech. He has 15 years of experience in Design, Business Development and Startups. His expertise is in Product Ideation, UX/UI design, Startup consulting and mentoring. He prefers business readings and loves traveling.