Beware of Hidden Charges – It is common for companies to quote a “base rate” that excludes gratuity, taxes, various fees and surcharges (STC, fuel, late night, early morning, holiday, airport, admin, etc.).  These extra charges can add up to 50% to the cost of your event.  To avoid this, make sure you get an all-inclusive rate in writing, and get an understanding of their billing policies.

Be Wary of Hotel Recommendations – Many hotels (or their staff) receive commissions from their preferred ground transportation suppliers, and their recommendation may be based on an undisclosed conflict.   

Leverage Your Buying Power – If you have meetings in multiple cities, you can get extra benefits by concentrating your spending with one company.  Higher volume accounts may be able to negotiate preferred pricing and importantly, can get priority on busy days. Take advantage of this by working with a company that services all of the cities where you do business.

Demand Group Expertise – Transportation for meetings & events is not the same as corporate travel, and certainly not the same as weddings & proms.  DO NOT assume that your ground transportation provider understands your unique requirements or is configured to handle group events.  Make sure your provider is an expert in managing group events, and can provide multiple meeting planner references.

Make Sure Your “Flat” Rate is Really Flat – It is increasingly common for limousine companies to only give 30 minutes of free waiting time on airport arrivals.  If your attendees have luggage, you will likely incur unexpected waiting time charges.  If you want to stay within your budget, avoid providers who charge for extra waiting time. 

Budget for Ground Staff - If you have more than 50 attendees traveling on the same day, do not assume that the drivers can handle the pickups by themselves.  An experienced transportation manager and professional greeting staff can make the difference between a smooth running program and absolute chaos. 

Don’t Assume “Baggage Claim” – Every airport has different rules and procedures for drivers to meet arriving passengers.  It may be the baggage claim carousel, bottom of the escalator, security checkpoint, limousine exit, etc.  Make sure you determine these procedures in advance and communicate them clearly to your attendees. 

Actively Manage Motorcoaches – Unfortunately, motorcoach drivers do not have the same level of training and expertise as professional chauffeurs.  Make sure you schedule your motorcoaches to arrive early, prepare your own detailed printed directions, and consider hiring a dedicated staff person to manage the drivers directly.

Expect Last Minute Changes – Do not expect that you can secure transportation on a moment’s notice.  If you think you will have last minute changes, make sure you have standby capacity.

One Flight – One Vehicle – You many be tempted to try to save money by grouping people arriving on different flights.  DON’T DO IT!  Flights are increasingly delayed, and your waiting time and greeting costs (not to mention attendee inconvenience) will outweigh any potential savings.