Shuttle transportation can be considered one of the biggest budget items for any large association that hosts sizable annual meetings.  Yet, there are ways to reduce, or at least manage, this cost. As a ground transportation expert, Event Transportation Systems is glad to pass along a few tips that can help you host a great experience while saving a little on your budget:

1. Involve the transportation company in the hotel selection

Hotel selection can definitely impact route planning and can potentially add unnecessary costs. By involving an experienced transportation company in your hotel selection process, you can take advantage of their in-depth knowledge of the city and develop the most efficient routes that will save money on transportation costs.

2. Use shuttles as sponsorship opportunities

Shuttle buses can be lucrative “vehicles” for sponsorship revenue that can offset transportation costs. Ask if your transportation management company offers sponsorship services such as shuttle graphics advertising or sponsored video programming.  If they do, you’ll likely benefit from reduced costs for management of graphics installation and video distribution on buses. Some transportation companies will even manage sponsorship sales to supplement to your organization’s sponsorship sales efforts.

3. Generate income from airport transportation services

If you think it’s important to offer airport transportation for your attendees, create opportunities for exhibitors to sponsor shuttle bus runs to and from the airport. Or ask your transportation management company to manage airport pick-ups, which can be priced to allow for revenue-sharing back to your organization.

4. Consider eliminating transportation service on closer hotels

While your goal should be to move attendees safely and efficiently between hotels and your meeting venue, it may not be necessary to provide service to hotels located very close to your meeting site. Of course, when making decisions about whether to designate some hotels as “walkable” hotels, it is important to consider the age and mobility of attendees and expected weather conditions; but your attendees may be more open to walking a few extra steps each day to meet their fitness goals.

5. Reduce route frequency during non-peak times

Attendees generally do not use shuttles as frequently during mid-day meeting hours, so ask your transportation management company for their expert opinion about how to create the right balance of vehicles and route frequency that can help you reduce costs while providing safe and efficient service.

Rely on an experienced transportation company

Event Transportation Systems is a turn-key transportation management company offering:

• Meeting and convention shuttles
• Special events and tours
• Group airport transportation
• VIP and executive transportation
• Sponsorship programs and sales support to offset transportation costs

Contact us to discuss your meeting, convention or special event transportation needs.