Corporate transportation · Conferences, meetings and company outings
Corporate Event Transportation for Conferences, Meetings and Games
An event is not one trip. It is a window, a loop and a list.
Send the agenda, the hotel, the venue and a headcount, and the vehicles are built around the schedule rather than the other way around. One dispatcher holds that schedule from the first arrival to the last car of the night.
- 2004Group work since
- 24/7Dispatch answers
- One sheetEvery vehicle on it
- 22 to 35Seats on a shuttle coach
Why riders book Executive Transportation
Group transportation since 2004One dispatcher holds the scheduleQuoted by the hour, per vehicleDispatch answers at any hour
What is included
What corporate event transportation covers
An event is three jobs wearing one name: an arrivals window, a loop that runs while people are inside, and a departure list that empties over about three hours. Each is staffed differently and quoted by the hour.
The arrivals window, not the arrival time
Delegates land across a whole afternoon, often at two different fields. Each arrival is a vehicle and a confirmation of its own, and every one of them sits on the same schedule.
A loop between the hotel and the venue
Where the two are apart, a vehicle runs a fixed headway instead of a list of one-off trips. Attendees learn the gap inside an hour and stop asking the registration desk.
Departures, and the last car
The evening list is built backwards from flight times. One vehicle then stays past the published finish, because an event never ends at the hour the agenda claims.
Every vehicle on an event is quoted in writing beforehand and receipted afterwards. Ask a reservation coordinator about invoicing and receipts for your company. A group heading to a game or a show books through special events transportation.
The event timeline
How an event runs, hour by hour
Three phases, and only the middle one looks anything like a shuttle.
Day one
Arrivals and the opening night
- Arrivals from two airports at onceA delegate list with flight numbers becomes vehicles across the window. Two fields in one afternoon is ordinary and does not need two arrangements.
- The hotel is the first address, not the venueMost parties want a room before a room full of people, so the schedule allows for it.
- An opening dinner is its own legOne vehicle out and one back, quoted with the event rather than found at four in the afternoon.
- One dispatcher holds the scheduleEvery vehicle on the event answers to the same desk, so a change made once reaches the chauffeur it belongs to.
Event days
The loop and the way home
- The loop runs to a headwayAgree on a gap, fifteen or twenty minutes, and the vehicle holds it between the hotel door and the venue door. Nobody has to reserve a seat.
- Off-site sessions come off the same sheetA plant tour, a dinner venue or a partner program is added to the day rather than quoted as a separate job.
- Departures empty over about three hoursThe evening list runs in flight order, so the vehicles leave in sequence instead of all at once.
- The last car waits for the last personOne vehicle stays behind after the published finish. It is the cheapest thing on the sheet and the one nobody regrets.
Who books this
Who books corporate event transportation
Three desks ring about the same weekend: the one planning the conference, the one hosting a day out, and the one at the venue holding the run sheet.
The planner
Conference and meeting planners
A multi-day conferenceArrivals, the loop and the departure list, quoted and scheduled as one event.See the pageA board or committee meetingA few vehicles across two days, with waits between sessions rather than new bookings.See the pageThe host
Companies hosting outings and client days
A client day at a game or a showOne vehicle for the group, so nobody at the table is working out who drives home.See the pageA holiday dinner or a staff nightCollected from the office, returned from the venue, on a schedule agreed well before it.See the pageThe venue
Venue and hotel event staff
A room block that needs movingA rooming list and a time is enough to build the loop from.See the pageAn overflow hotel across townA second property joins the same loop instead of getting an arrangement of its own.See the pageAnything else books the same way: a venue, a headcount, a date and somebody who answers.
Request a QuoteAll corporate transportation
Why be driven
How corporate event transportation is quoted
An event is quoted vehicle by vehicle, each by the hour with the minimum stated up front, against the schedule you send. Nothing on it is quoted per head.
Every vehicle by the hour
An arrival, a departure and the loop are all quoted on the hours the vehicle is held, with the minimum stated up front and the headway agreed first.
The figure covers the vehicle
Thirty delegates in a coach is one number, and nobody is counting who boarded.
What sets the hours
The schedule first, then the class and the number of vehicles, then how far the venue sits from the hotel.
Receipts, split the way the event was
A written quote before and a receipt after, broken out by vehicle rather than handed over as one lump.
We prefer 72 hours’ notice, but call anytime. Short-notice trips depend on availability.
The fleet
Which vehicles an event needs
Most events run two classes at the same time: something small for the people on stage and something large for everybody else.
Executive Sedan
The keynote, the chair or a visiting executive who is not riding the loop with three hundred delegates.
View vehicle
Luxury SUV
Five or six people moving together between a hotel, a dinner and the venue.
View vehicle
Sprinter Van
Fourteen seats, which cover a committee, a partner program or an off-site session.
View vehicle
Groups of 22 to 35
The loop vehicle. Shuttle coaches seat 22 to 35 and limousine coaches 25 to 30.
Limousine CoachShuttle CoachWhere we serve it
Cities where companies hold these events
Eight cities carry most of this calendar, and Springfield carries the rest of it: the BOS Center downtown, and the Illinois State Fairgrounds on Sangamon Avenue, where gate numbers locate everything.
Each card opens that city’s page, which lists its pickup points, and every city we cover sits on the service area hub.
A venue further out than the last card is still one booking and one schedule. A group going to a game or a concert is on special events transportation.
Send the venue and the headcount and the schedule is quoted around them.
Book corporate event transportation
Send the run sheet.
Arrivals, the loop and the departure list come back as one quote with one desk behind them.
(217) 523-5466We prefer 72 hours’ notice, but call anytime. Short-notice trips depend on availability.
What riders say
What organizers say
Executive Transportation was easy to work with and very reliable. Our group of 7 needed a ride from Chicago O’Hare to Springfield. The vehicle was clean and comfortable. Our driver was friendly and accommodating. I would definitely hire them again.
Executive Transportation saved the day after another bus company fell through last minute. Our driver Andrew arrived on time and got us safely to and from our event.
The scheduling process was seamless, and the timely pickup from Bloomington airport made my journey stress-free.
A conference, a client day at a game and a staff dinner are the same vehicles on a different schedule: corporate transportation.
Delegates flying in are booked through corporate airport transfers, and a loop that runs every week rather than once a year through corporate shuttle services.
Event questions
What planners ask before they book the vehicles
Written for whoever owns the run sheet. Venue detail is dated on the city pages and the blog.
Can one booking cover arrivals, the shuttle loop and departures?
Yes, and it should. Executive Transportation quotes the three phases on one schedule so the same dispatcher holds all of them. Arrivals, the loop and the departures are each quoted by the hour for the vehicle, with the minimum stated up front, and the departures run in flight order.
Call (217) 523-5466 or send the agenda.
How often should a hotel to venue loop run?
Agree on a headway rather than a timetable. Fifteen or twenty minutes between departures is what most conferences settle on, because attendees learn a gap faster than they learn a printed schedule. The right number depends on the distance and the headcount.
Ask a coordinator at (217) 523-5466.
Do you drive groups to conferences in downtown Springfield?
Yes. The BOS Center and the hotels around it sit close together downtown, and the Illinois State Fairgrounds on Sangamon Avenue is the other regular address, where gate numbers locate everything. Tell us the gate or the entrance the venue gave you.
Read the venue walk-through.
How is corporate event transportation priced?
Vehicle by vehicle against the schedule, each by the hour with the minimum stated up front, never per head. The hours set the figure first, then the class and number of vehicles, then the drive between hotel and venue. The quote is written before the event and receipted after it.
Request a Quote with the schedule.
How far ahead should an event be booked?
About a week where coaches are involved, and longer for anything in a busy season, because there are only so many coaches in the region. Seventy-two hours is the floor for a handful of vehicles. A short notice event depends on what is still unbooked.
Ring (217) 523-5466.
Can you move a group to a game or a concert in St. Louis?
Yes. A client day at a stadium or an arena is booked the same way as a conference leg: one vehicle for the group, a pickup point agreed in advance, and a return time that can move by a phone call if the evening runs long.
What happens if a session overruns?
Call dispatch. Because one desk holds the whole event, the change is made once and reaches whichever chauffeurs it affects. A loop simply keeps running, and a departure run is moved rather than canceled and rebooked from scratch.
Dispatch answers at (217) 523-5466.
Which vehicle suits a group of thirty?
A shuttle coach, which seats 22 to 35 and carries luggage in a separate compartment. A limousine coach takes 25 to 30 where the group wants the interior rather than the capacity. Below twenty-two, a Sprinter van and an SUV usually work out better.
Keep reading
More for the planner
The rest of the business roster, the services either side, and the venue reads.
Corporate transportation
The hub and the neighbors.
Services either side
The same coaches, booked privately.
From the blog
Worth forwarding before the planning call.
Book the ride
Request corporate event transportation
What a planner notices once the first event has run.
One desk, not five chauffeurs
Every vehicle answers to the same dispatcher, so a change is made once and not five times.
The loop stops being a question
Delegates learn a headway within an hour and stop asking the registration desk about rides.
The last person still gets home
A vehicle waits past the published finish, because an agenda is an optimistic document.