AIR TRAVEL

Determine air travel budget

Determine method for collecting air travel reservations

• Registration site? Direct by email with travelers? Travelers to contact travel agency directly?

Decide whether you will work with a travel agency or directly with the airlines

Determine which airlines serve the destination city

Research if visas and passports are needed for travel

Consider the number of tickets and origination cities that will be covered

Negotiate contracts (or have your travel agency do so) with the airlines.  Include group rates, discounts, and free tickets. Here are a few items to negotiate when creating a group travel contract:

• Reduction in fares
• Complimentary seat upgrades
• Productivity awards (for example, one free ticket for every 40 purchased)
• Complimentary site inspection ticket(s) (for planning trip)
• Guaranteed seat assignments
• In-flight coupons for free movies and drinks
• Customer service clause for any changes, cancellations or refunds

Get specific instructions on how to use the discount information or codes

Outline the reservation process and requirements for attendees, and include in the registration materials. Include codes for discounts, websites, phone numbers to call and deadlines.

Be sure to obtain a copy of VIP and speaker travel plans if you are not making them directly

To book VIP, speaker and staff arrangements, do so as far in advance as possible:

• Contact VIPs, speakers and staff to determine flight preferences
• Obtain arrival and departure dates, preferred times, airlines, seat, etc.
• Tentatively book travel
• Have travelers approve the itinerary
• Finalize booking
• Send final tickets or email electronic tickets to travelers

After event, follow-up on negotiated agreement and obtain free tickets and concessions earned

GROUND TRANSPORTATION

Airport transfer:

Estimate the distance and travel time between the airport and the conference site

Find out if the conference venue provides complimentary transportation to and from the airport. If so, provide attendees with the drop off and pick-up locations, schedule, phone number, online link and route in the registration materials/conference website/event app.

• Notify conference venue of estimated number of attendees who may be utilizing transportation services, as well as estimated arrival/departure dates

Provide attendees with alternative transportation information including cabs, limousines, public transportation, car rental and onsite parking.  Be sure to include phone numbers, web links, schedules, fees, acceptable methods of payment and routes.

Consider providing and paying for private bus/shuttle transportation for attendees

• Determine airport transportation budget
• Determine shuttle schedule
• Decide drop-off location(s). Will you drop off at all conference hotels? Just the conference venue? Some combination of all of the above?
• Work with airport to confirm procedures for providing private buses
• Provide signage in airport, confirm signage is approved by airport
• Provide staff to help direct attendees to shuttles.

Determine if rideshare is available in the destination city. If so, confirm if any popular rideshare companies (Uber, Lyft, etc.) are allowed or not. If not, provide attendees with options for alternative rideshare companies.

Consider working with rideshare companies (Uber, Lyft, etc.) to obtain a discount code for your attendees to use during your conference. Share information with attendees.

Daily hotel shuttle transportation:

Determine hotel shuttle transportation budget

Determine hotel shuttle schedule. Things to consider:

• Days that the shuttle will be offered
• Review the conference program. Will the shuttle be available for pre-conference/post-conference days?
• Which hotels will be offered the hotel shuttle? Consider cutting out hotels that are very close to the conference venue (less than .25 - .5 miles walking distance)
• When does the program begin/end each day? Are there evening events at the conference venue any night(s) of the conference for which you would like to provide extended shuttle service? For how long after the final session/workshop/program of each day do you want to provide shuttle service?
• Will there be less shuttle usage in the middle of the day, allowing you to cut back on vehicles?

Consider adding an ADA bus(es) to the route to accommodate any attendees who may need it. Work with the registration vendor to acquire information for any attendees who may need ADA vehicles.

Make sure that the shuttle route information is clearly and fully communicated to attendees. This includes:

• Add shuttle route, schedule, and supporting information to event website and event mobile app
• Provide adequate signage in conference hotels, conference venue, at registration desk, at vehicle pick-up/drop off locations
• Notify all conference hotels of shuttle route information so that they can help share information with guests
  

Intra-event transportation:

Decide what your needs are for intra-event transportation

Determine budget

Figure out how many people will need to be transported and various transport locations

Make a schedule of arrival and departure times and locations

Determine if all attendees will be transported to destination at once, or if a continued shuttle service should be considered

Determine the best round trip route to the destination

• Will attendees be taken from point A to point B and back? Or will there be additional stops along the way, for example picking up /dropping off at multiple hotels?

Use the guidelines below for hiring and selecting your vendor  

Hiring and Coordinating Transportation Company:

Determine ground transportation budget

Research vendor options (obtain references from hotel and Convention and Visitors Bureau)

Create and send a Request For Proposal to include the following:

General information and history of organization

Outline of transportation needs including tentative number of attendees, number of pick-ups and drop-offs, locations, dates, times, etc.

Request for overview of fleet to include:

• How many vehicles do they have in fleet?
• Do they own their own vehicles or outsource to another company?
• Do the vehicles have working PA systems?
• What is the condition and age of the vehicles to be used?
• What is the capacity of each vehicle?
• What do the vehicles offer (air conditioning, restrooms, etc.)?
• Do they have ADA accessible vehicles?

Other questions to include:

• What is the track record and safety record of the company?
• Are references available for your review and to contact?
• Does the company have insurance coverage?
• Does the company have all appropriate licenses?
• How are costs determined?  What are costs?
• What is the cancellation policy?
• Are the drivers uniformed?
• Is there a contact available 24 hours a day, or in case of emergency?
• Will there be an attendant on board and/or at each pick-up/drop-off location? Is there an additional cost for attendants, and if so, what is that cost?
• What are the limits or rules of the company for serving food and beverage?
• Will passengers be able to leave valuables on board if they depart for an event?
• What concessions can the transportation company offer?

i.e. comp private airport transportation for lead event planner / conference general chair / CEO / other VIP / etc.

Reduced or comp’d program fees

Obtain responses to proposal and bids

Negotiate fees

Select vendor

Finalize contract

Determine the best schedule

Receive and approve final schedule

Exchange contact information with the vendor during shuttle operation

Make any arrangements for signage on shuttles and at pick-up and drop off points

Arrange drop off location at venue. Notify venue of transportation plan including schedule, number & type(s) of vehicle(s), drop-off/pick-up location, etc.

Organize master billing and gratuities