Break demand into arrival windows
Estimate arrivals by time window, origin and drop-off. Distinguish booked groups from flexible demand and record reception or session cutoffs. Moving everyone within a short window differs from continuous service over several hours, even with the same daily headcount.
Map the complete operating cycle
Include gathering, boarding, travel, unloading, return and waiting. Review parking space and access with the organiser and venue. Assign an owner and contact method to every point and distinguish boarding from holding areas so instructions are actionable.
Agree responses to event changes
Discuss programme delays, gate changes and early departures, including who approves new instructions. Additional capacity, reserve vehicles and support should be defined in the offer. Prepare concise guest instructions with meeting point, time and enquiry contact.
Review delivery for the next event
Record completed movements, congestion points, recurring questions and decisions affecting the programme. Reviewing them with the organiser supports the next event. Start your enquiry with the date, venue plan, guest waves and return arrangements.
