Turn the event schedule into movements
Create one line for each pickup and return journey: date, pickup point, destination, departure time and estimated passengers. Airport arrivals and hotel-to-venue shuttles should be listed separately.
Group guests by location and time
Clusters make the requirement easier to understand. Note which guests can travel together and which movements need a dedicated vehicle because of timing, luggage or accessibility needs.
- Airport and railway arrivals
- Hotel-to-venue movement
- Family or VIP transfers
- Late-night returns
- Post-event departures
Confirm the run sheet before the event
Ask for the agreed vehicle categories, contacts and timings to be recorded. If a named coordinator or replacement arrangement is important, make it an explicit part of the discussion.
Use this guide as a starting point
Vehicle details, availability, charges and booking terms vary by journey. Ask for the exact arrangement and inclusions in writing before confirming.
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