Regarding event transportation, clear communication with transport vendors is key. Even the slightest miscommunication can hamper an entire operation. A shuttle service that travels a circuit between the venue and partner hotels or designated pick-up points may be best for a full-day event.


It’s important to consider the type of signage your event needs. Having clear and concise signage helps attendees navigate the space, making it easier to find vendors, stages, bathrooms, and entrances. Signs also help communicate event schedules, headlining guests, or important safety alerts. If many attendees arrive from out of town, you may need more than a single shuttle trip. A full-day shuttle service that travels a circuit between the venue and partner hotels or designated pick-up points is a good fit in these cases. When looking for event transportation services, ensure they have a vast fleet of vehicles. They should also have a variety of sizes and styles to accommodate your event’s needs. Ask your prospective vendor for examples of previous events and pictures of their fleet. Also, be sure to ask about their subcontracting policy so that you can verify their ability to deliver on their promises.

Transportation Options

Leaving transportation to guests to figure out can be risky, especially in busy areas. The best method to guarantee everyone will arrive on time and securely is to rent a charter bus.  Encourage walking routes or use an app that provides live, point-by-point directions for a green option. If you have the budget, group shuttles or buses can also be a good choice. For example, you could arrange for people to park at a familiar or convenient location, then ride the shuttle to the event.


Providing event transportation is not just about convenience for your guests or attendees but also about the experience you want to create for them. Handing this task to a professional lets you focus on the details that will make your event stand out, including parking arrangements, guest directions and bold signage. Getting an accurate count of guests is one of the most challenging aspects of event transportation management. If you can communicate this information with your transportation vendors, or if a miscommunication results in the incorrect number of vehicles and fleet sizes required, the entire transport operation can be improved. Before your guests can experience your venue that took weeks to secure, take their first bite of hors d’oeuvres or hear the first verse of music you carefully selected, they must get there. You will ensure they do this by making this process as convenient as possible.

Valet Parking

Valet parking is a hospitality service where guests hand off their car keys to a professional who drives, parks and retrieves the vehicle. When done well, it creates a positive guest experience by removing the stress of finding parking and ensuring that cars are recovered before departure.

In addition to a single-vehicle drop-off and pick-up zone, an efficient valet operation will have a system to handle the flow of cars, such as designated greeters, stackers, and parkers and a method for marking and labeling each car location. Sometimes, valets may even shuttle cars to a separate parking garage or lot for additional efficiency. The key is to stay alert when driving into the valet area so you don’t get in the way or throw a wrench in the gears. Things move quickly as the valets work to retrieve the next vehicle, and you don’t want to be that person who slows everything down.