480+ corporate events · 5 years
Event Transportation Services for Corporate Events
Get your guests from the airport, the hotel and the parking lot to the first session on time. Our event transportation services start from your program schedule, not from a bus timetable.
Why event transportation starts with the program
A shuttle schedule only works if it's built backward from the moment guests must be in their seats.
Vehicles and routes are easy to book. A shuttle plan works when it also knows that the keynote starts on the hour, that the CEO needs a separate car and that dinner ends early on the last night. We plan the event, so we know all of that. Pickups, loops and departure times come from the same run of show as the stage and the meals.
A shuttle also solves the venue's problems. Fewer cars mean less traffic at the entrance and no fight for parking.
Shuttle service for events, planned around your schedule
You tell us where guests are and where they need to be. We design the routes.
Airport arrivals.
Pickups grouped by flight times, with a greeter at baggage claim.
Hotel to venue.
Loops every few minutes before the opening and after the last session.
Offsite dinners and activities.
One-way runs to a restaurant, a winery or the evening venue.
Retreat transfers.
A coach from the airport to a corporate retreat lodge, with a stop for supplies if needed.
Corporate retreatVIP cars.
Sedans or SUVs for executives and speakers, coordinated with event security when needed.
Event security
Ground transportation for events: what we arrange
You get one plan for every vehicle and one person who knows where each one is.
- Route and timing plan. Pickups, loops and returns written out minute by minute.
- Checked carriers. Licensed operators with active federal authority and insurance on file.
- The right vehicles. Sedans, sprinter vans, minibuses or full-size coaches for your group size.
- Changes on the day. Late flights and schedule shifts go through our event lead to the dispatcher.
- Travel booking. If guests need flights and hotels too, our group travel management team plans the full trip.
What shapes the quote
You'll see the transport cost next to the rest of the event.
Every event gets a custom quote. These things shape it:
- Number of guests and pickup points.
- Vehicle types and how many.
- Hours of service and number of loops.
- Airport arrivals spread across one day or several.
- City and distance between hotel and venue.
- Greeters and on-site coordination.
See how we quote, or send us your guest count and venues.
Logistics we've run across the country
These events show how we plan movement and timing for an event far from home and on a tight clock.
Flight Simulator Shipped from Los Angeles for a School Showcase near Raleigh, NC
Work done: We shipped a flight simulator across the country to the Paramount Event Venue in Morrisville, near Raleigh. The venue opened at 10 AM, and the station had to be built and tested for a 4 PM start. Moving people works the same way: you work back from the start time.
- Client:
- Event Collective Inc. (organizer)
- Venue:
- Paramount Event Venue
- City:
- Morrisville, NC
What transport day looks like
These shots show the moments we plan.
Safety checks and documents
You get proof that every carrier is licensed and insured before anyone boards.
Bus companies that carry passengers across state lines must have a USDOT number and operating authority from the Federal Motor Carrier Safety Administration (FMCSA). Anyone can look a carrier up in the FMCSA Bus Safety Search. We check each carrier there before booking and ask for its certificate of insurance. For the venue, we send our own insurance documents on request.
What goes wrong with event transportation
Here's what goes wrong when transport isn't planned with the program, and what each problem costs.
- One big shuttle at one time. Half the guests wait an hour, half miss it. We run loops and stagger departures.
- No one at the airport. Guests wander between terminals. A greeter with a sign meets each arrival window.
- The wrong vehicle size. A coach can't reach a winery gate. We check access at each stop.
- No return plan. The evening ends and guests call rideshares. We schedule returns from the last event of each day.
How we plan it
You'll know what happens at each step, from the first list to the last drop-off.
Who keeps it moving
- Event lead. Owns the schedule and makes the call when something shifts.
- Transport coordinator. Works with dispatch and tracks every vehicle.
- Greeters. Meet guests at airports and pickup points.
- Drivers. Licensed and briefed on routes and timing.
You don't watch the clock. Our team does.
Special event transportation in any U.S. city
We book licensed carriers where your event takes place. We have two bases, Los Angeles and Orlando, with an office and warehouse at 310 N Orange Ave in Orlando, and work across the U.S. Our own team travels to run the plan on site.
Two bases
Los Angeles and Orlando
Orlando convention weeks show why the timing matters. International Drive runs 11.1 miles past more than 46,000 hotel rooms around the Orange County Convention Center, and traffic gets heavy during major shows. Hotel loops there need extra minutes built in.
Orlando office: 310 N Orange Ave, STE. 201, Orlando, FL 32801Questions
What's included?
Our event transportation services cover route and time planning, vehicles from licensed carriers, greeters at pickups and one person who manages changes on the day.
How many shuttles do we need?
It depends on guest count, distance and how fast people must arrive. Send us those details, and we'll plan the number of vehicles and loops.
Can you handle transfers abroad?
For trips outside the U.S., our destination management team works with local transport on the ground.
Do you also move the event equipment?
Yes. Our interactive stations and AV travel between cities with our team, and we plan their delivery and the guest transport in one schedule.
How much does it cost?
Every event gets a custom quote. Send us the dates, venues and guest count, and we'll reply right away.
Plan your event transport
Send us the dates, the hotels and venues and how many guests are moving. We'll come back with routes and a quote. Share the event type, dates, city, guest count and budget. Add the hotels, venues and airports involved. Or call +1 213 912 1010
