If you’re planning a special occasion or are hosting a big event, part of the process is to ensure that everything goes according to plan. From the main to minor details, every aspect must be carefully thought out, organized, and documented throughout the event for it to succeed – and that includes your transportation needs.
But along with preparation comes some pitfalls that you should avoid making. A single mistake can significantly affect your image and reputation, especially if you consider event planning as your line of work. Therefore, being aware of these blunders ahead can assist you in achieving a well-planned event.
Leaving traffic situation out
One of the most common errors made by event planners is failing to consider the scheduling of their program and how traffic will affect the overall flow of the schedule. When setting up an event like this, it is highly recommended that your guests arrive ahead so they have time to sit and relax. Therefore, if you start early, plan a better strategy to transport your guests to the event despite a more congested road situation and avoid delays or cancellations.
Consider hiring a professional bus company or a prime limousine service to pick up your guests and assure on-time drop-offs. Arrange the date and time and ensure that it is all followed by informing your crews, catering, and other services you hired for the traffic situation in the area.
Not having options
It is important to remember that not every transportation company is the same. That means that just because one specializes in that field, they would automatically give the same service as other providers do. Remember that a reputable transportation company needs training and expertise to provide you with the quality service and transaction you deserve.
Therefore, you must ensure that you pick the correct provider for your occasion and have at least three options in mind. Then, take time to compare them and choose the one that suits your needs and requirements. Finally, do a thorough background check on their previous experience driving guests and clients to events similar to yours.
Go over the pieces of training that chauffeurs have received and ask for their company protocols in terms of safety and health concerns. In addition, ask for the complete quotation of their labor cost and what is included in their pricing. It is also a good idea to get recommendations on the types of cars required for your event based on the number of attendees that will be participating.
The more specific your queries are, the more substantial the response you will receive; as a result, the more confident you may be in placing your transport demands in their capable hands.
According to reports, online reviews play a significant role in determining the company’s quality of service and products. Thus, most consumers rely on them before making a purchase or transaction — and so should you.
Nowadays, almost everything can be done online, with 97% of consumers use it for their shopping convenience, making restaurant reservations, health-care and personal service appointments, and other personal service needs. Therefore, it is essential to use this convenience to research more on the rental agency you intend to hire before deciding. In addition, the opinions of others regarding a firm might provide you with valuable insight on what to anticipate from that organization and how outstanding the service they provide is.
No detailed and realistic plans
Planning is essential regardless of the event you are planning or the transportation you wish to have. Therefore, before contacting a bus, private car, limo, or any other services available, ensure you have everything arranged for the trip. By providing them with all of the specifics, you’ll also estimate all of the expenditures and develop good strategies or solutions for possible roadblocks.
For instance, if you plan a family vacation in the outskirts, provide detailed instructions and a map for the drivers to follow. If you arrange an airport chauffeur ride for someone, have an estimated time of departure and arrival to keep everything on schedule. Book your rental weeks or months in advance to avoid stress over peak season for bigger events such as weddings and bachelorette parties.
Everyone is bound to commit mistakes, one way or another. It is how we learn. However, that doesn’t mean we sit and wait for it to happen. Thus, we must do our part and take some time to step back and take a good look at the previous steps we’ve had before moving forward or finalizing the plans. Remember that your choices will significantly impact the safety, well-being, and enjoyment of everyone involved in the event. Therefore, be present and do your research.