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How to organise delegate travel seamlessly – a checklist

Wednesday, 01 July 2015

Delegate TravelWhen you have to coordinate the arrival and accommodation of a number of high-flying individuals from different countries, or from different parts of the country, you need to have your wits about you.

The logistics of delegate travel can be as complex as they are essential. It’s not just about getting people from A to B, but frequently about also shuttling them to C or D and back again.

And sheer practicality alone won’t cut it either. As well as making sure people get where they need to be, it’s also your job as event organiser to ensure the whole experience is efficient, painless and even enjoyable. 

Luckily, we have plenty of experience in this at mclcreate. Work your way through our checklist for tips on how to organise delegate travel seamlessly...

1. Prepare your master list

Knowledge is power. You need to know who is attending, where they are coming from and when they are planning to arrive. Get contact details for all the individual delegates if you possibly can. This will help you to keep track of people and get in touch with them to help if necessary.

2. Create and send out a delegate travel pack

Think of it as a manual: a collection of essential travel details that will help delegates to reach their destination with the greatest of ease. 

It can be in the form of a physical pack, but more likely will be emailed to attendees or included within a customised event app. Location, directions, transport links and essential contact numbers should all be part of this briefing.

3. Be prepared for complications

While most of your delegates will arrive without a hitch, there will almost always be those who encounter delays or difficulties en route.

Plan for this by having people on standby ready to help with directions, rearrange accommodation arrangements, reschedule transfers and provide reassurance.

4. Stay on top of things

Once your delegates have made it, you can pat yourself on the back. But only briefly! For many events, there will be more travel arrangements, with different functions taking place at varying locations.

This adds potential for lateness and getting lost, so it’s crucial to stay on top of things as delegates move around. This means more checklists and also contingency planning: do you have another coach company you call on if there’s a last-minute issue?

5. Give them a good send-off

As a good event organiser, your customer care should continue even after delegates have said their goodbyes and left for home.

Organising efficient airport transfers, checking outbound transport links for delays and problems, and alerting delegates to these, are all ways of helping to make sure the journey back is as smooth as possible.

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