Don’t Leave Transportation Solutions to the Last Minute

Imagine this. It’s the first day of a high-profile wedding weekend. VIP guests, celebrities, bridal party and family members, and additional staff need to move between hotels and venues. Delays are not an option. But there are 5 nearby airports guests can arrive at, and many of the bride’s family are elderly and do not know how to use ride-sharing apps to book last minute transfers on their own. A few VIPs are already late because their ride-share transfers never arrived. Frustrated guests show up behind schedule and confused. This is not the first impression you want to create. 

Letting event guests book their own airport transfers falls short when timing, coordination, and control really matter. It’s not conducive for the pressure of large-scale events and complex event transportation solutions. 

This is where event shuttle services can play a crucial role.

Hidden Shortcomings of Utilizing Ride-Sharing & Taxis During Your Event

1. Limited Availability and Price Surges

The introverted millionaire attending the wedding wants to leave the reception early, but there isn’t a luxury vehicle available to take him back to his hotel at that time. He’s stuck there feeling uncomfortable and irritated.

2. No Clear Pick Up Spots and Traffic Congestion

The bride’s elderly grandparents are already exhausted from the long day of photos, the warm outdoor ceremony, and the frenzied reception. Now they can’t find their driver! They are wandering around in a congested area trying to find the vehicle they ordered, getting angrier and angrier. 

3. Inconsistent Service Quality and Safety Concerns

We’ve all seen the headlines. No event planner wants to send their high-profile guest into a potentially dangerous situation or into one where they will feel uncomfortable or will not receive the utmost level of care and professional service. 

4. No Support for Large Groups or Special Needs

When it’s time to get the guests from the ceremony venue to the reception, you don’t want them all having to drive themselves or find taxis and possibly never make it. You want the whole group to show up together and on time. 

5. Poor Integration with Event Schedules

Ride-sharing apps don’t follow your event’s schedule – they work on demand. The only way to ensure that every guest and every staff member transitions between the multiple venues of your event safely and on schedule is to coordinate transportation with a shuttle service company.

Why a Dedicated Event Transportation Strategy is Essential

Events need a lot of management, whether they are big or small, full of VIPs, or a simple family reunion. Transportation is a key part of making any event run smoothly. Getting everyone where they need to be takes more than just booking a few rides. It needs smart planning and a dependable solution.

1. Transportation Is Not a Last-Minute Fix

Relying on ride-sharing apps can lead to delays. A dedicated event transportation solution ensures vehicles are pre-scheduled and available as needed, providing a reliable and seamless experience for all attendees.

2. You Need Full Control of Ground Transportation

One of the biggest benefits of having a dedicated transportation setup for your event is the control it gives you. You’re not leaving anything to chance. At EDWARD Transportation, we help you choose the best vehicle types for your event, assign drivers, and plan routes based on your event’s exact needs. This is especially useful when managing transportation for multi-venue events. Instead of hoping ride-share drivers show up on time, you stay in charge. VIPs and key guests arrive when they should, without stress or delays.

Best Practices

1. Dedicated Shuttle Services

A shuttle service is a smart way to handle transportation at large events. Planned routes between hotels, airports, and venues help attendees move around easily.

2. Dedicated Car and Chauffeur Services for VIPs

For VIP event transportation like presidents, sponsors, and top executives, a luxury car service adds comfort, reliability, and peace of mind. Premium vehicles like SUVs and limos ensure VIPs travel in style and arrive on schedule.

3. Build a Transportation Timeline

Timing is key. For example, when coordinating events with out-of-town guests, schedule pick-ups at least 45 minutes after airport arrival to account for baggage and delays. Our team at EDWARD Transportation can work directly with you, your venue, vendors, etc. to create a transportation plan that will ensure a seamless experience for everyone involved.

Final Thoughts

Transportation can make or break an event, especially one with multiple venues. The secret is to plan ahead and use the right solutions to make it smooth. Relying on ride-sharing apps can lead to delays. A dedicated event transportation service, like EDWARD Transportation, ensures vehicles are pre-scheduled and available as needed, providing a reliable and seamless experience for all attendees.