Getting guests to and from your event is half the battle for many event professionals. They all come equipped with different needs, expectations, time constraints, and geographical challenges. It’s one of those things we suspect will never be no-effort, but from our years of managing guest travel for events like the iHeartRadio Music Festival, we’ve learned a thing or two about saving your sanity while you do it.
Read below for three ways you can better manage guest travel for events now, and save yourself a headache later.
1. Book Extra Hotel Rooms
Inevitably, when a large number of guests are checking into their hotel, something is going to go awry. Whether the front desk employee looks up the guest’s name incorrectly, or the record was lost along the way and the hotel is completely booked, the last thing you want is a guest standing in the hotel lobby with no room and no plan. This is why we suggest keeping a few extra rooms in your back pocket so you can transfer your displaced guest over to one of the extra rooms quickly and easily.
2. Go Beyond Plan B
Try as you might, you don’t have control over guests’ flights, traffic, or the weather. That’s why it is not only important to have a “Plan B”, but also a plan C-G. When your main speaker gets snowed in at home and your backup speaker misses her flight, have someone local in mind and prepared to step in with a killer presentation they have ready (for example, someone who has just spoken at a recent event with a different audience). Have the numbers of at least two or three other transportation companies on hand so you can call right away if your shuttle bus gets caught behind a pile-up. The last thing you want to do when you’re panicked is research.
3. Rack Up Contact Information
A CIA dossier should pale in comparison to the file you have on your guests. Well, at least your VIPs, contest winners, and other special guests. You never know when phones will die or when email will get sent to the spam folder. Get as much information for your contacts as possible: phone number(s) and email are a bare minimum. Also gather their Twitter handle, phone and address of where they are staying (if you didn’t book it yourself), and the names and numbers of any people with whom they’ll be traveling.
We hope you found something helpful here. If you’re interested in learning about how to make managing guest travel even easier with concierge.com, click the button below.