Charlotte Event Transportation

5 Tips For Booking Charlotte Event Transportation.

Whether you are coordinating a group outing, wedding, or group outing, the logistics of arranging a safe and convenient Charlotte event transportation can be tricky. There is a lot to consider: guest needs, headcount, budget, and so on.

Hiring a company that can offer safe, comfortable, and smooth transportation no matter the type of event should be your top choice. In this article, we will share with you some tips for booking the best event transportation service that suits your budget and needs.

1. Overestimate The Headcount

In a perfect world where works out as planned, you will know the exact headcount before your event transportation Charlotte. However, event planning involves multiple factors that make it challenging to know the accurate headcount very early in the process.

A corporate outing might have a more solid attendance estimate well in advance, whereas an RSVP deadline of a wedding might mean you will not have the exact numbers until the last two weeks before your event.

Whatever the situation, it is always wise to overestimate the headcount and revise it once you get the final numbers. At the end of the day, you want to ensure that every guest gets a seat on the bus.

2. Determine The Capacity Of The Company

Of course, the required number of vehicles will depend on the number of guests. For this reason, it is essential to consider the fleet size of the Charlotte event transportation company to get an idea of their capacity to provide the required number of vehicles.

If you want to book 50 buses for your event, you should ascertain that the company you choose can provide them. It is also essential to know whether they can provide additional or alternate vehicles when necessary.

Use a Reputable company

A reputable and professional, well-established companies with large fleets can plan for contingencies -like sudden jumps in attendance or maintenance issues- that small companies cannot handle.

With a large fleet, you can relax a little bit knowing there is flexibility in the number of vehicles to address any last-minute issues that may arise.

3. Identify the Needs of Guests

Knowing your guests well and find out whether one or more of them will require special accommodations and care is critical. For instance, you will want to ensure the Charlotte event transportation company provides ADA-compliant vehicles if you realize that any of your guests can’t board using steps.

4. Be Clear About the Schedule

Ensure that a transportation provider you select understand your group’s schedule. For some groups, all you will need to schedule is a pick-up and drop-off time. For others, like multi-location events, you’ll need a customized approach.

For instance, a pub-crawl runs on a more fluid timetable, but a corporate conference operates on a firm schedule. A professional company will try to know what needs your event revolves around to determine the required number of drivers, and ultimately provide the best transportation service possible.

5. Confirm, Confirm, Confirm

Ensure you get a confirmation in writing once you have book your event confirmation. It is also advisable to confirm verbally two to four days before the event to ensure that everything from scheduling and routing to the required number of vehicles is in order.

Booking Charlotte transportation for any event can be a bit challenging. Being clear about the group’s needs, budget, and schedule ensure the process runs as smoothly as possible. At the end of the day, you want your guest to receive a safe and enjoyable ride to and from the event.