Do you have a corporate event coming up? If so, renting a charter bus could be the first step in making sure everything goes smoothly. Here's a cheat sheet to help you plan your event around quick, reliable transportation!
Your Guide To Corporate Events With a Charter Bus
A charter bus isn't just a great way to get around. It's also a secret weapon for event planners, because it does a lot of the work for you--including making sure everyone gets to the same place at the same time.
Here's your guide to planning corporate events with a charter bus:
#1: Figure Out Your Event Details
Before you jump into the charter bus rental process, you should have some basic details about your corporate event. You don't need to know everything just yet--and, in fact, one of your first tasks should be getting transportation in order--but it's important to have a rough outline. For example, you'll want to know the date, time, and location of your event so you can choose the charter bus that works best for you.
#2: Get A Headcount
Next, it's time to think about your event participants--or, in this case, your travelers. You'll need to touch base with everyone, especially if you'll be picking people up from multiple locations. Depending on the nature of your event, some people may still want to drive themselves, so be sure to clearly communicate what the options are so you can get a solid headcount.
Don't forget that, for some corporate events, attendees may bring guests or family members. That will add to your headcount and should impact your choice of charter bus. It's also important to know whether kids will be present, as this could influence your travel arrangements (and might change how you communicate or plan the event itself).
#3: Choose The Right Bus
Once you know when, where, and whom, it's time to jump into the fun part: choosing your charter bus.
Depending on your needs, you can choose between school buses, shuttle vans, and motorcoaches. The best part of this process is that you can do whatever works best for you and your corporate event. For example, if you're picking people up from multiple locations, you might consider using a few school buses instead of just one motorcoach. On the other hand, if you have a large group and are traveling a long distance, a single motorcoach might be better for keeping everyone together.
You should also think about amenities. Some buses come equipped with extra features such as TV screens--a huge benefit if you're traveling long distances with kids. To decide which amenities are right for your corporate event, focus on the number of people you're transporting and the distance you're traveling.
#4: Keep Good Notes
As you choose your charter bus and make any relevant agreements, make sure to keep notes. You'll want to get the specifics on things like:
- The pickup location.
- Whether you need to arrive early for pickup.
- Where people should park personal vehicles if they have to drive to the pickup location.
- What the expected route will be.
- Pickup and departure times both to and from the event.
You should also ask about extra room on your charter bus. This is especially important if you need to bring decor, tables, or other items to your corporate event--or if a potluck requires everyone to carry pots, pans, utensils, and napkins.
#5: Clearly Communicate Travel Arrangements
When everything is ironed out, communicate the travel details to all participants--including anyone who will be arriving at the event location early for setup. That way, they'll know when to expect the first guests.
Don't worry if it feels a little early to share these details. Event participants generally need advance notice when it comes to transportation, so they'll appreciate your punctuality.
#6: Handle The Finishing Touches
Now it's time to finish planning your event. The good news is that the entire process will be easier--after all, you don't have to worry about helping people park or getting them to the right place at the right time. Instead, you can focus on planning the perfect corporate celebration or meeting.
#7: Make Sure Everyone Arrives
One of your last responsibilities will be to do a quick headcount on the day of the event. Just make sure everyone gets on the bus--then you can sit back, relax, and enjoy the event your hard work has created!
Although corporate event planning isn't always easy, you can save yourself a lot of time and trouble by getting transportation figured out right away. Sure, you could have everyone drive themselves--but why put all the effort into that kind of organization when you could hire a charter bus instead?
Contact us today to choose the perfect charter bus for your next corporate event!