The Impact Of Transportation On Events & 4 Ways To Make It Better
Photo by Lily Lvnatikk on Unsplash
You’ve made it!
Event day is finally here and you’re standing in the lobby watching delegates from companies all around the globe begin trickling into your host venue. You’ve already got your on-site event management component set. Attendees can check in and register with speed and ease, and you watch as they proceed onto their lectures, coffee meetings, and the show floor.
However, there seem to be a few disgruntled faces in the crowd. And you may seem to think that their first impression of your event is less than stellar. This is not the case at all. In fact, the trouble started before they even arrived at your event (your entry was flawless, after all).
It started with their mismanaged and poor form of transportation.
Research has shown that 70% of event attendees who have had a negative travel experience associate these feelings with the entire event. Looking back on our own personal experiences struggling with morning traffic on our daily commute or those days we are running tight on time and make a wrong turn, we can begin to put faith in the notion that poor transportation has the power to adversely affect the outcome of what our day holds for us.
Whether it’s a normal workday or a big event, how you arrive sets the tone for what comes next.
TBR Global Chauffeuring recently conducted some field research from its clientele to discover how meeting, incentive, convention and exhibition (MICE) bookers viewed their delegates transportation and found:
- On average, ground transportation accounts for approximately 23% of an event’s entire budget
- Around half of bookers only confirm ground transport for their event around one to two months ahead of time
- Between 8% and 18% of events have a formal ground transport element attached
- There has been a 65% growth in coach transfers globally
- The top five booker requirements for ground transportation are:
- Quality and reliability of the provider
- One provider for all requirements – cars to coaches
- Price and value for money
- Ability to track passengers, supporting duty of care
- Expertise of the staff assigned to the job
This research shows there is an increasing need for education surrounding the ground transportation aspect of the meetings and events industry. And for this reason, TBR has some advice on how to make sure your delegates arrive comfortably and in good spirits:
- Choose your ground transport partner wisely. As a key element of any event, it is important to partner with an expert in this field, who will work closely with you to deliver a bespoke service rather than a ‘one size fits all’ approach.
- Look closely at the added value your ground transport partner can provide. A company like TBR devotes a large number of resources to developing systems and technology that will enhance the client journey and the booking experience. From user-friendly reservations, apps, and live vehicle tracking to accompanying the agents to any pre-event on-site inspections. This helps anticipate any issues that may arise well in advance.
- Book earlier; you will get better rates and have guaranteed availability. A TBR case study from handling the ground transport requirements for several clients attending the Champions League Final in Cardiff saw issues arose from a lack of bed-space in the area. This meant more and more coaches were required and, in turn, caused supply issues with quality coaches having to travel further and impacting on drivers’ hours. Do not leave booking ground transportation for large events to the last minute!
- Check your spend. Taxi costs and train tickets may not appear in the original manifest of an event, but they can account for a significant percentage of the final invoice. Why not work with a provider that can provide you commission on that spend?
Concluding Thoughts
Taking the above advice into consideration, be sure not to overlook the transportation aspect of your event. Not only does efficiently arranging transportation enhance the event experience but it can significantly reduce the impact our carbon footprint has when it comes to traveling to and from events.
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