Hosting a large event with many guests can be overwhelming. All of the guests are relying on you to create a trip that is smooth, convenient, and entertaining. If there are any issues with any aspect of the trip, you are usually the one to blame. Ensure that you have completed all of your trip plans, and that you are accounting for any problems. Consider the following important aspects when it comes to group travel.
Accommodations
If you have guests that will be traveling into town, you will require lodging. You may also require lodging if guests will be staying late, if the event spans over multiple days, or if there will be alcohol at the event. Although you do not have to require that your guests stay in your planned accommodations, many will choose to do so. Provide your guests with a great price by finding a group rate, and choosing lodging that is close in proximity to the event space. Notify guests ahead of time of rates, directions, and specific accommodation rules. Avoid confusion by notifying guests of check in and check out times, as well as the included amenities. They will appreciate the abundance of information.
Timeline of events
When guests are required to travel out of town for an event, they prefer to have a detailed time line of the day?s events. This allows them to make their travel plans, as well as arrange any local events for the day. It is also possible that they are visiting friends or family members in the city that they will want to arrange around their trip responsibilities. Notify your guests of what events they are expected to attend, and which ones are optional.
Information about the location
If guests are traveling into town from different states, it is likely that they will have little knowledge of the city. If there will be down time, provide them with a list of local charter buses for transportation, recommended restaurants, and local emergency clinics. Even if there will be little down time, provide them with information surrounding the event location, such as address, nearby restaurants and coffee shops, and charter buses for transportation. Add to your guest?s trip with information about local attractions and entertainment facilities.
Arrange transportation
Perhaps one of the hardest parts about visiting an unknown city is figuring out how to get from point A to point B. Larger cities often have public charter buses for travel, but guests may not know how to board them, especially if they are from a city without public transportation. Provide your guests with travel information, including bus routes and bus times. Regular intercity bus services by steam powered buses were pioneered in England in the 1830s. They can make for an interesting travel option, if guests are aware of the logistics of the charter bus and the available charter bus amenities.
It can also be helpful to arrange transportation for your guests, especially to the planned event. They are more likely to arrive on time, and less frazzled, if they are aware of transportation methods and times. Bus companies can often be rented out for large groups. You can use direct charter bus lines from your planned hotel to the event space. The total industry fleet of 33,400 vehicles provides charter, tour, sightseeing, airport shuttle, commuter and scheduled services, making it simple to find an option that works for your event. There are also 5 times as many motorcoach terminals nationwide as there are airports, and 6 times as many bus terminals as there are intercity rail terminals.
Taking a trip by yourself requires a lot of travel planning. Arranging travel accommodations for a large group of people requires the ability to imagine all travel difficulties and think of every little travel need. When you are planning travel arrangements for a large group of people, try to imagine all of the ways that their trip can be improved, such as booking lodging, arranging travel, and providing them necessary information about the event city.
