Arrivals are a curve, not a moment
Delegates do not arrive evenly. Airport arrivals cluster the afternoon before, and venue arrivals cluster in the 30 minutes before the opening session. Plan vehicles against that curve rather than a flat average.
Loops beat bookings
For hotel-to-venue movement, a continuous loop with a known frequency is simpler than individual bookings and easier for delegates to understand. Post the frequency in the delegate pack.
One contact, one plan
For larger events we put a transportation lead on site who holds the vehicle list and talks to the venue directly, so your team is not relaying messages between drivers.
Agree the kerb in advance
Convention centres restrict where vehicles can stop. Agreeing the drop-off point with the venue before the day avoids coaches circling with delegates on board.