Whether it's a 50-person offsite or a 500-person conference, transport logistics can make or break the attendee experience. Here's how to plan it right.
Types of Event Transport
Airport Transfers
Guests arriving from multiple cities need coordinated pickups. Group arrivals by time and assign vehicles accordingly.
Hotel-to-Venue Shuttles
Regular shuttle service between official hotels and the event venue. Typically runs every 30–60 minutes during event hours.
VIP Transfers
Premium vehicles for keynote speakers, board members, and high-profile guests. Dedicated cars, not shared shuttles.
Post-Event Social Transport
Dinner venues, team activities, city tours — transport needs extend beyond the event itself.
Planning Checklist
- Get the attendee list with arrival details — flight times, hotel locations
- Map out all venues — main event, dinner, offsite activities
- Create a transport schedule — shuttle timings for each day
- Assign vehicle types — sedans for VIPs, Innovas for groups, Ertigas for team shuttles
- Brief drivers — venue addresses, contact numbers, dress code
- Have 10-15% extra capacity — last-minute additions always happen
Cost Estimation
For a 200-person, 3-day conference in Delhi:
- Airport transfers (40 vehicles): ₹80,000–1,20,000
- Daily shuttles (15 vehicles × 3 days): ₹1,35,000–2,00,000
- VIP transfers (5 vehicles × 3 days): ₹45,000–75,000
- Total: ₹2.5–4 lakhs
Common Mistakes
- Under-ordering vehicles — always book more than you think you need
- Not factoring traffic — Delhi traffic adds 30-60 mins to any estimate
- No contingency vehicles — flights get delayed, schedules shift
- Poor driver briefing — drivers need venue details, contact numbers, and event timelines
Royal Fleet for Events
We've handled transport for corporate conferences, product launches, and industry summits. A dedicated fleet coordinator manages everything — you focus on the event, we handle the wheels.