Resource Guide
Corporate Event Transportation Checklist
A checklist for corporate event transportation planning, covering guest counts, routes, staging, and contingency plans.
Quick Answer
Quick Answer
Corporate event transportation succeeds when you confirm guest counts, map pickup windows, assign vehicle classes, and build 15–30 minute buffers. Use a single point of contact for dispatch, share a live schedule with event staff, and stage backup vehicles for high-traffic windows.
Guest & Route Planning
- ✓ Finalize headcount and VIP list 7 days prior
- ✓ Map pickup zones and venue staging locations
- ✓ Set arrival windows with buffer time for traffic
Vehicle Assignment
- ✓ Sedans for VIPs, SUVs for executives with luggage
- ✓ Sprinters or coaches for staff and general attendees
- ✓ Dedicated on-site coordinator for curb flow
Contingencies
- ✓ Pre-stage backup vehicle for last-minute changes
- ✓ Provide a dispatch hotline for event staff
- ✓ Create an escalation plan for delayed arrivals
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