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Appendix 13.
Transportation Checklist
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Air Transportation
  • Choose
    • Travel Agency
    • Airline(s)
    • Official Carrier(s)

  • Provide the Airline with
    • Event Dates (Arrival/Departure, Destinations)
    • Attendee Demographic Information
    • Estimated Attendance
    • Travel History
    • Hotels
    • Visibility in Event Promotional Materials

  • Coordination Tools from Airline
    • Arrival and Departure Manifest
    • Rental car Usage Report
    • Hotel Manifest of Attendees

  • Airline Services
    • Discounts
    • Staff Travel
    • Air Cargo
    • Arrival/Departure Information
    • Cost Analysis
    • Promotional Assistance
    • Advertising
    • Convention Reservation Desk
    • Discounts

Ground Transportation
  • Choose a DMC or Transportation Company Based On
    • Costs (Including Willingness to Negotiate)
    • Reputation (Service Performance Record, Number of Years in Business)
    • Number of Full-Time Staff
    • References (Event Planners, Vendors)
    • Number, Size, Condition and Availability of Vehicles
    • Responsiveness to Planners' Calls and Requests
    • Insurance Coverage
    • Special Services

  • Ask the DMC or Transportation Company
    • Does the company own and operate its own equipment or will it be subcontracting?
    • What are the minimum rental periods for vehicles?
    • If a program runs longer than expected, will buses still be available? What is the additional cost per hour, plus staff?
    • How are buses dispatched? Is there a dispatcher on site?
    • Can the vehicles accommodate people with disabilities? If not, what other options are available?
    • What is the condition of the buses that will be used? Are the microphones working?
    • Are back-up vehicles available in case of breakdown or overflow?
    • Are the drivers equipped with radios?
    • Are buses air-conditioned?
    • How far from your pick-up point are vehicles located? If necessary, can buses be parked legally at pick-up and drop-off points?
    • What hours will buses be in use?
    • What route will the buses follow?
    • Are there alternative routes for busy times or emergencies?
    • What are the normal traffic and road conditions on all scheduled (and alternate) routes during operating hours?
    • Request a Certificate of Insurance
    • Guarantee your equipment will remain on-site during the program.
    • Are the drivers local?
    • Request copies of trip sheets from DMC or transportation company

  • Charter or Shuttle Buses
    • Pick-Up Points and Drop-Off Points
    • Best Route and Schedule
    • Hours of Operation
    • Where Information Should be Posted/Published
    • Signage

  • For VIPs
    • Arrival and Departure Information
    • Availability of Airport VIP Lounge
    • Customs and Immigration
    • Appropriate Airport Location to Meet VIPs
    • Gate Greetings
    • Parking for Incoming Flights
    • Drop-off Points for Departing VIPs
    • Route and Travel Times to and From the Airport
    • Signage to Identify Arriving Passengers
    • Baggage and Gratuities
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