9 Reasons Why

Event Transportation Can be a Nightmare (and how to fix it)

RICHARD FERTIG

Richard is an Entrepreneur's entrepreneur (with a prior life

including a Wharton MBA, and a most successful career in

the Hedge Fund world). Filled with vision, a risk-loving

appetite, and a burning desire to disrupt the mundane,

Richard is intensely focused on partnering with the most

influential Companies and Planners globally to eliminate

their greatest frustration and Make Travel Great®.

More importantly, Richard is happily married for 20+ years

and is the proud father of three amazing daughters. He is a

fitness enthusiast - a spinning machine, a swim-lover and

an avid alpine and nordic skier. Catch him if you can.

2 - 9 Reasons Why Event Transportation Can Be a Nightmare

2

It's unanimous.

We hear it time and time again.

“The thing that keeps me up at night is transportation.”

The question we ask is “why?” Why are other professional trades and services more reliable? More accountable? More in touch with the rest of the production? And, conversely, why is transportation so out of touch? Is there something inherently more challenging about transportation and the logistics than say, catering a four-course meal for the same number of people? Similarly, is floral design and photography a straightforward endeavor?

We think not. We believe that all of the various trades that a professional event or wedding planner requires to pull off a magnificent world class event, have incredible skills and domain expertise in their chosen field. We also think there are discernible levels of skills and aesthetics that individuals may prefer for their corporate event or wedding.

3 - 9 Reasons Why Event Transportation Can Be a Nightmare

2

Not necessarily better, but more appropriate for their design aesthetic. We don’t witness event and wedding planners micro-managing these other trades, but rather recognizing and appreciating their expertise and allowing them to work within the production schedule and previously agreed upon design parameters.

Yet, for some inexplicable reason, transportation is different. Likely because it is critically important, and is the “first and last impression” for guests / attendees, and because every planner has “nightmare transportation stories,” we witness massive resources thrown at this frustration hoping to improve the situation. So, let's analyze what about transportation specifically creates this lack of confidence and success.

4 - 9 Reasons Why Event Transportation Can Be a Nightmare

NOT Included in the Design Phase

#1

5 - 9 Reasons Why Event Transportation Can Be a Nightmare

6 - 9 Reasons Why Event Transportation Can Be a Nightmare

This is a major flaw and perhaps an industry shortcoming.

Generally speaking, we see event and wedding planners handling the logistics, routing, scheduling of the entire transportation program and handing a manifest or spreadsheet to be executed blindly. Perhaps this occurs because over time planners have realized their questions and design needs are met with blank stares or over promises and disappointment.

But, if you want a successful ground program, you need to invest in hiring professionals that listen, add value, and design their own program (in partnership and with your approval) in order to ensure success. Makes perfect sense, doesn't it? You wouldn't instruct the tent company on how exactly to build the tent, right? You would discuss the aesthetic, the placement, listen to concerns about the wind and the ground underneath, and continue to discuss together until a mutual solution was agreed upon. The same should be true for ground transportation.

Not Included in the Design Phase

7 - 9 Reasons Why Event Transportation Can Be a Nightmare

You should seek a partner you can rely on, whose professional opinion you value and who can listen to a complex series of needs and design a solution that works. We’ve participated in events that require new roads to be built, trees to be removed, entire staging areas to be created, a fleet of ferries to transport our speciality vehicles to a private island, etc. This is not plain vanilla and should not be planned by people who aren't experts in these matters.

Not Included in the Design Phase

Variability #2

8 - 9 Reasons Why Event Transportation Can Be a Nightmare

9 - 9 Reasons Why Event Transportation Can Be a Nightmare

While every professional trade has some variability (“the flowers don't look as fresh as I want”), transportation is a logistic nightmare with lots of room for error including: chauffeur error or unpreparedness, unexpected traffic, accidents, unfavorable weather conditions, vehicle malfunctions, etc. However, since the variability can be broken down to core components and analyzed individually, proper planning can easily overcome these traditional excuses. In addition, you can prepare for the unexpected and have backup plans and procedures so that clients remain unaware of any snafus that may have otherwise caused delay, or worse.

One suggestion here - always have at least one extra vehicle on hand. We highly recommend having at least one additional SUV standing by to transport equipment, planners, the CEO or mother of the bride on short notice. We can't tell you how invaluable this little extra preparedness is and how you look like a genius when you can accommodate last minute requests / changes without missing a beat.

Variability

Run by Operators

#3

10 - 9 Reasons Why Event Transportation Can Be a Nightmare

11 - 9 Reasons Why Event Transportation Can Be a Nightmare

Ground transportation companies are typically run by operators. Rarely are transportation companies run by a world traveler and very few have ambition beyond transporting clients from A to B and staying busy. Most companies have sub specialties generally described as “transfers” (going to and from the airport to hotels all day long) or Charter buses that have a pre-routed itinerary from A to B. Accordingly, success in an operator's mind could have little in common with success from a client perspective or an event or wedding planner's perspective. The goals are very different which is often apparent AFTER the event when the transportation company thinks everything went great and the clients and planners feel just the opposite.

Run by Operators

Considered Behind the Curtain

#4

12 - 9 Reasons Why Event Transportation Can Be a Nightmare

13 - 9 Reasons Why Event Transportation Can Be a Nightmare

This is a self-reinforcing principle. Because transportation is problematic and run by operators with little hospitality or event production experience, planners typically consider them ‘back of house’ or ‘behind the curtain’ trades. Therefore, if and when a question arises, most transportation companies don't feel comfortable pulling the planner aside with a quick diagnosis of the problem and a couple of potential solutions. Instead, they hope the problem will go away unnoticed which is most definitely a weak strategy and not one to bet the farm on.

Considered Behind the Curtain

Limited Hospitality Experience

#5

14 - 9 Reasons Why Event Transportation Can Be a Nightmare

15 - 9 Reasons Why Event Transportation Can Be a Nightmare

Transportation companies are super focused on one thing: getting you from A to B. Hopefully safely, and on time.

But, there is little energy, training or understanding of the service component of the business - the hospitality. In every other service, the professionals are groomed, friendly, hospitable and chosen for their “front of the house” capabilities. However, transportation as an industry doesn't offer many viable options and therefore, does not go through similar scrutiny and often is picked by low budget.

If you lower your criteria, you can expect a lower quality service. And, if you know you are getting a lower quality service, you will spend additional resources attempting to fix or overcome that weakness by assigning multiple junior staffers (which has additional costs and implications for you, your staff, and may even result in client dissatisfaction).

Limited Hospitality Experience

2

I hope you enjoyed the first 5 points of

“9 Reasons Why Event Transportation Can be a Nightmare

(and how to fix it).”

Please click below to download the entire guide for FREE.

Download