Corporate travel – Breeze Bites

Give your delegates, corporate visitors and keynote speakers the best first impression. When you have to coordinate arrival and accommodation for your delegates and corporate guest the logistics can get a little tricky. It’s not just about getting people from A to B, but also C to D and back again. An Event Planner’s job is to ensure the whole experience is efficient, painless and even enjoyable. So how is it all done? 

Prepare for problems

It’s almost a given that there will be some issues. While most delegates will arrive with no problem there will be those who encounter problems along the way. Plan for this by having someone on standby with directions, accommodation and reschedule transfers if necessary.

Flights

Book early. The airlines release a limited number of cheaper tickets for flights. These tickets are usually the first tickets to sell. The quicker you book the more money you save the client.

Luggage

Encourage your guests to bring carry-on luggage to avoid: fees for checked-in bags, potentially lost luggage and no waiting for luggage at baggage claim upon arrival. However this option only works if your conference/event is a couple of days. Anything longer and guests will have to check luggage in.

Never split your delegates up

Avoid splitting up your delegates when traveling as it increases the likelihood of logistical issues. If sending your team on different flights is absolutely necessary due to scheduling conflicts, make sure you send at least one member of your team on the first flight to deal with logistics such as; airport transfers, checking into the hotel and completing conference registration forms etc.

Transportation

There are numerous options for getting to and from your destination all varying in price and convenience for your group. A shuttle is the most cost effective solution to getting everyone from A to B and back again. 

1. Shuttle estimated price (varies based on region and distance from airport): $14-$26 per passenger or hire a whole 9 or 10-passenger van for $85-$95a day.
2. Operates in most big cities and can be used on both departing and arriving ends
3. Good for larger groups
4. Always research the best route beforehand; it will go a long way in ensuring a smooth trip for your delegates

Your support is still needed even when the delegates have left and are on their way home. Confirming, checking outbound flights, sorting out airport transfers, delays or any problems and alerting them are all ways of helping to make the journey back as smooth as possible. As the Event Planner you job is done when they step through the front door…hotel or home!

For any enquires on Event Management Gold Coast, Corporate Events Gold Coast, and Conference and Incentives Days please call Jo. Jo can bring all her experience, passion and skill to the table to create a fresh and innovative partnership with you. Click here to get our Ebrochure & download our PDF.

Jo Kane
Events Gold Coast