BTE Think Tank members weigh in on new ways to organize group ground transportation
By Travel Buyers Think Tank
Before an event’s registration desk opens and – maybe especially – after last call at the closing reception, a well-planned ground transportation strategy can be the make-or-break factor for the success of your organization’s meeting. While it may be overlooked during the planning process, efficient and flexible transportation for attendees, staff and VIPs to and from the venue can be critical to the perception that you have had a successful, well-run event.
Whatever the transportation mode of choice, group ground transportation is not a decision to be left to the last minute. It is, however, an area where travel managers and meeting planners have new alternatives to explore.
But as with most things travel-related, one size does not fit all. BTE Think Tank members Rosemary E. Maloney, Senior Manager Global Travel at Tapestry, and Kevin McDonald, Senior Director for Strategic Procurement, PPD, offer two different viewpoints about new options and opportunities in group ground.
Point Rosemary: As travel and meeting managers, we’re always looking for new ways to engage our travelers during our events. We’ve done large buses, mini-buses and have now even used an event code with our ride sourcing partner, Lyft.
Previously we had only used this option for smaller meetings but this past summer, we used it for one of our internal conferences. With over 100 attendees in New York City, we were able to save a significant amount of money and keep our employees happy. It provided them with choice as to whether they wanted to walk or ride to the meetings from the hotel as well as their airport transfers. It saved us time, as we didn’t have to organize flights and busing from the airports.
While this method wouldn’t work for all companies or even all meetings at my company, using a ride sourcing company for an event is another alternative.
Counterpoint Kevin: While ride sharing options such as Uber and Lyft have their place in the market, I don’t believe they will replace organized motor transport for larger events in the near future.
Utilizing motor coaches or buses • Helps drive organization – all attendees arrive at roughly the same time (or for staggered event starts, per the necessary schedule) and it also facilitates departure once an event has concluded • Promotes interaction – creates opportunities for ad hoc meetings, continued conversations, introductions, etc. After all, you have to do something with your time on that bus ride! • Enables duty of care – coordinating transport at a group level as compared to putting individuals in multiple vehicles allows closer traveler tracking. Also post-event, this option helps to ensure attendees get to their hotel or to the airport on schedule • Saves money – In theory, consolidating rides is more efficient and cost effective than scattering multiple rides/vehicles. Also eliminates worries about personal use of shared ride codes, etc.Until the challenges of economics and duty of care complexity are overcome, I don’t see organized motor transport for larger events going away.