Tips & Trends for Meeting and Event Transportation

By Beth Buehler

When booking event or meeting services like audiovisual, photography, activities, entertainment or meeting and event transportation, you want to work with professionals who bring experience and top-notch quality to the table. How do you go about finding these types of companies, especially when meeting in a state or city that is new to your group?

Destination Colorado Meetings is a nonprofit organization that has provided time-saving resources, budget-friendly options and valuable connections between meeting and event planners and suppliers for more than 30 years. Among the association’s more than 165 members, groups will discover the solutions to every requirement and planning challenge and opportunity, including transportation.

To find out the latest tips and trends for meeting and event transportation, Destination Colorado Meetings talked to representatives from two of the organization’s seven transportation members.

“Find a transportation company you can truly partner with. When last-minute changes happen—and you know they will—you want to work with someone you trust and who has your back,” advises Michele Pullo, director of business development for Eight Black that is based in Boulder and serves locations around the U.S. and world. “I see so many opportunities for the transportation sector as in-person meetings and conferences return to pre-COVID numbers.”

When handled well, transportation “should be an invisible win for your event,” suggests Jill LaCroix, sales manager at ACE Express Coaches, which has 18 locations from California to the Mississippi and 1,000 vehicles on the road every day. “The expectation is that clean and shiny buses show up on time, the driver is friendly, and everyone gets to the event without a hassle. When transportation meets this expectation, it often isn’t even noticed. Unfortunately, if buses are late, dirty or the driver is unfriendly, it is immediately visible to the guests—and a major problem for the event.”

LaCroix and Pullo shared the latest tips and trends for meeting and event transportation.

What transportation trends have you noticed in 2024?

Jill LaCroix: We are seeing a lot of last-minute requests this year, as well as the need to add additional buses close in to events.

Michele Pullo: I’ve seen a jump in requests for larger groups this year, which is exciting!

What are some things that planners need to consider when booking transportation?

Budget

JL: Don’t get tricked by only looking at the price for transportation services. Companies like ACE Express pay market-leading driver wages to ensure our driver roster is full of well-trained, friendly drivers with excellent driving records. Safety drives all decisions at ACE and that means we make the right investments in training, technology and ongoing driver coaching. These choices mean a better and more reliable experience for your guests.

MP: Everyone has a budget, but always keep in mind the level of service you truly require. For example, if an extra hour will give you a cushion to handle last-minute changes, it will be worth it in the long run. And consider opting for on-site coordination if you don’t have enough staff to manage a large group.

Timeline for Booking

JL: Once you know the general details [of a meeting or event], start having the conversation with your transportation provider. You’ll find the best availability at least 90 days prior to your event. If you need more than four buses (200 people), give yourself more time. Many groups are on the books nine to 12 months in advance.

MP: Consider the types of vehicles you’re booking. Buses sell out months in advance; for sedans through Sprinters, you’ll have a little more leeway.

Group Size

JL: If you need a large number of buses due to the size of the group, plan early and be prepared to use multiple companies’ buses.

MP: The larger the group, the earlier you should lock in your vehicles and enlist the help of your transportation company for on-site coordination, which we do for our clients no matter the state or country.

Services & Types of Vehicles

JL: In our fleet, bus sizes range from 24 to 56 passengers. Knowing distances between hotels, convention centers and venues is important to make sure that the size of the bus and number requested is correct and that the type of service is doable.

MP: We get requests for everything from luxury sedans to 56-passenger executive coaches.

What are your top two or three tips for groups?

JL:

Plan ahead. The best bus companies are often sold out 30 to 60 days in advance. You’ll get the best pricing and best availability if you book at least 90 days prior to your event.

Work with the right partner. Transportation is not just a bus. Transportation is getting your guests safely to their destination on time so they can enjoy the event. Be sure to ask a few questions about the company’s safety record and training programs and how they schedule their vehicles to arrive on time. Be sure that you’re working with a company that operates their own buses.

Details matter. Don’t wait to the last minute to share your pick-up and drop-off points and times. Many companies publish their driver schedule two weeks in advance so that drivers can map the route, ensure there is ample space for safe boarding, and be familiar with the locations. The better the information, the better the experience for your guests.

MP: Try to tier your airport transfers; we offer shuttles, private charters and black car levels of service. This approach saves your budget while keeping everyone from C-suite executives through general management happy.

What are the biggest mistakes you see?

JL: Knowing and understanding the locations and where buses can and can’t go as well as timing. Not allowing enough time between locations and not including time for loading and unloading when making schedules can throw the event transportation off quickly.

MP: Leaving the airport transfers to the travelers. Secure a company that will help you facilitate this important portion of the event. Efforts made here will ultimately save money.

Perhaps the most important facet of tips and trends for meeting and event transportation is putting it at the top of your to-do list “Transportation is the last thing you think of and the first thing you need,” Pullo suggests. “If transportation isn’t one of your priorities, your event will reflect it.”

Top Photo: Courtesy ACE Express Coaches

Colorado native Beth Buehler has been editor of Colorado Meetings + Events magazine for 19 years, helped launch Mountain Meetings magazine, and was on the team that introduced Southwest Meetings + Events. She has planned numerous meetings and events and enjoys exploring Colorado.