Ride the Train

As a seasoned event planner I often field questions from others looking for advice or to talk through something they are working on. I love doing this. At this time in my life, my goal with this blog, my book, and the other resources I’ve created, is specifically to share what I’ve learned from my years of experience with anyone who wants to know. One question I was asked recently is, as I am vetting a venue for an event, how did I know if there were adequate transportation options from the airport to the venue?

For those of you who know me or who have been reading my blog for any length of time, you probably know what I’m going to say. You must perform a site visit. There are so many reasons being onsite personally is so important (see my blog A Site Visit is a Must). There are just certain things you cannot ascertain without having the experience of traveling to and from the venue as well as getting eyes on it yourself.

As far as transportation goes, there are resources available to you. The airport website often offers a list of ways to leave it; if there is a train to somewhere specific such as a downtown area or to a convention center, whether or not a ride-share company is allowed on their property, or where to pick up a taxi. The Convention and Visitors Bureau (CVB) of the city the venue is in is also a wealth of information. They can tell you about transportation options in their city and, depending on your program, may offer to assist you with coordinating some of the transfer services.

The venue representative should also be able to inform you of any transportation options offered by the venue itself. If it is a hotel and they are close enough to the airport, the hotel may offer shuttle service. Some venues provide private car service for certain clientele.

But, the best way to know with certainty if the transportation options will meet the needs of your attendees is to have the experience yourself. Fly into the airport. Is it easy to navigate your way to baggage claim and the ground transportation pick up areas? Were you able to find and/or coordinate a ride from the airport to the venue easily? How long was the wait for your ride? Was there a long line at the rental car counters? Did you feel safe throughout the process? What was your return experience?

By going through the process yourself you will not only know whether or not the transportation options meet your needs, but you will be better equipped to answer questions from your attendees. It never ceases to amaze me that no matter how prepared I feel, the attendees always seem to surprise me with a question I never could have imagined.

So, if you think the train from the airport to the convention center will be the most popular option for your attendees because it is the safest, most convenient, least expensive, or can carry the most people at one time, then, my friend, ride the train.

Do you have a question you’re wrestling with? Maybe I can help! Send me an email and let’s set up a time to chat.

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New leader resources released regularly for those who partner with volunteers! Check them out at tracybaer.com.