TRANSPORT FOR YOUR EVENT – By Asif Zaidi

“Anyplace worth its salt has a parking problem.”

James Castle

Begin by ascertaining where your guests will be mainly coming from. Have you accounted for any likely traffic jams in deciding on your event’s start time? Will your guests reach the venue on their own? Where will they park their vehicles and what the parking charges are? Parking is an important part of the experience you want your event to create for the guests. Think of the means within your budget that can make the parking experience pleasant.

Accessibility:

Consider where it will make the most logistical reason to hold your event. Apart from parking, you also need to consider how your guests will get to the venue. If public transport is accessible, how frequently and till how late it functions? Your event’s schedule and its keynote happenings must take into account that timing. Apart from the traffic, another event (like a major sports event) that overlaps with your event can also impact the start time for your event.

Group transport:

If you have to spend money on organizing the space for parking then, is it more economical to arrange for group transport for them to be brought to the venue. For example, transporting people as a group works well for corporate employees or larger family get-together events.

If you are arranging group travel on surface, then you have to most likely arrange for coaches (buses). Coaches come in all shapes and sizes to cater to your taste, your needs, and the luxury level you desire. For example, if it is a longish journey you may want the coach to be equipped with some entertainment -movies, bar etc.- for the guests. For short distances, double-deckers or trolley buses can also be used to add some colour to your event. If you have an event that lasts for the entire day, it may be more cost-effective to book two one-off transfers than to rent the coaches for the entire duration of the event.

Transport for VIPs:

You may consider arranging limousines for the VIPs. Also you may need to secure reserved parking for the VIPs arriving with their own limousines. If you are arranging several limousines, think of some staging. A row of white lustrous limousines drawing to halt one after the other can offer an impressive sight.

Special Transport:

You can also be more imaginative. For example, arrange exotic cars or convertibles for important guests. Some other unusual means of transportation used on special events include horse carriages, sleighs, canoes, gondolas, camels, and helicopters.

Parking Arrangements:

Consider the number of cars coming to your event. For example, if it is a business event then the number of cars in relation to the number of guests may be higher than it would be for a family event. Also -based on distance, weather, and what the guests will be wearing- consider if you will need shuttles to transfer guests from the parking lot. You can also arrange private valet parking to add some cachet to your event. Make sure that the company handling the valet parking is acquainted with the site. Based on the specifics of the location they will know how many attendants they will need for the number of cars you are expecting. Don’t forget to verify that the valet parking company has the satisfactory insurance coverage.

Parking space for service providers:

• Consider where your suppliers and staff will be parking their vehicles. Unless there is enough space for every one you don’t want to clog the parking area reserved for your guests.
• Clarify with the facility whether they will be arranging any street permits needed or you have to do it yourself.
• Where possible, use orange cones to clearly demarcate your designated area. They are available at nominal cost.
• If your event involves media coverage, you need to provide for the space for their trucks. Also have them set up their equipment and cables before your guests start coming in.

Do you need help with traffic or crowd control? If you do, then paid off-duty police, which can serve in uniform, is probably the best option. You can have some in full dress uniform or on horseback to create a halo. On the other hand, they can also be available in suits or casual dress for more discreet security services.

(For help with your event please write to us at info@meadowvalepartyrentals.com)