If you're organizing a special event, you want to make sure everything goes as planned. A big part of that is making sure every little detail is thought out and organized before, during, and after the event.
However, there are several major mistakes to avoid when planning things like transportation for your event. Something wrong with a transfer can make an unwelcoming first impression.
Fortunately, knowing these mistakes ahead of time can help you avoid them. See below for all the different event transfer errors that you may want to avoid at all costs.
1. Not considering traffic :
One of the biggest mistakes event planners make is not thinking about the timing of the event and how local traffic will affect it.
For example, if you set your event to start immediately at 9 AM on a weekday, you will need your guests to arrive an hour before that date.
But that means moving your event will clash with morning traffic. More traffic means a higher probability of crowding, which can delay your guests.
First, schedule your event's start time keeping local traffic in mind. Second, you can hire a professional moving service who will recommend pick-up times to ensure timely delivery.
2. Contract with the first carrier you find :
Not all carriers are created equal. Many event planners have the misconception that they can expect the same high level service by choosing any transportation service for their event.
However, a reliable moving service has the experience and knowledge you need. You need to be sure and take the time to find the right service for your event.
Do they have experience taking people to events like yours? How do they train their drivers? What is the total price for their service including all transportation fees for the event? How many vehicles do they recommend renting for your event?
The more answers they give you, the better able you are to put your transportation needs in their hands.
3. Never hire professionals :
Many event organizers try to cut down on the overall event budget by cutting out professional transportation. Instead, they will either hire friends/family to pick up their guests or just assign staff to each one of them.
Failure to use professional transportation may endanger the entire event.
What if the guest speaker doesn't show up on time? What if the "driver" you hired for the truck was in a crash? What if one of your guests requires special services such as an elderly person or an injured person?
The only way you can ensure everyone arrives safe and happy is with professional transportation. This will help make a great first impression for your event, leaving everyone arriving happy and excited to start the day!
4. Not giving the correct address :
Imagine the horror of receiving a call from an attendant that a professional shuttle service had brought them to the wrong location. You will then realize that you gave the service the wrong address for your event.
Sure, a slight mix-up in building numbers could mean they're only one block away, but it will get in the way of your event. You are now putting the entire event in a difficult spot.
Make sure to double check the address you provided to the professional moving service before the big day. This way, you won't have a day of unwanted surprises.
5. Not delivering transportation to your guests :
Once you've scheduled a professional shuttle to pick up your guests, you'll want to let everyone know what arrangements you've made.
You may have some guests who will try to arrange their own driving to the event, but don't let them do that.
I organized event transportation to make sure everyone arrived around the same time. If you have a few people who deviate from these arrangements, they may not arrive on time, thus ruining the entire event.
Make sure everyone is on the same page with where transportation will take them, when, and how many people are allowed to use each vehicle.
6. Not stating the number of employees for your event :
Providing an accurate transportation service account is important for a number of different reasons. It ensures that neither too many vehicles nor too few vehicles are lined up for the big event.
Very few vehicles, and you'll have guests who have to make other transportation arrangements in order to arrive on time. In fact, guests who are left out of your transportation may decide not to attend your event at all.
Too many vehicles and you've oversprayed your budget on an unnecessary amount of limousines or cars you didn't need.
Be sure to make a detailed guest list of who will be coming and provide an exact number for your service. If anyone cancels, be sure to update the carrier.
Avoid these transfer mistakes
Now that you've seen all the costly moving event mistakes to avoid, it's time to reach out to a reliable service.
Not sure where to start?
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