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How to Run Successful Group Transportation

September 14, 2017

Ground transportation is a large component of group meetings and events. Anyone who has had to book, organize and manage group transfers can tell you that doing so efficiently can be a bit of a headache. Manifests, logistics and people skills are a must when it comes to running a streamlined, safe and comfortable transfer.

Doing your due diligence and asking for referrals or preferred partners will naturally help relive some of the stress. Additionally, turning to unusual or unique alternatives to traditional coach transfers can add an element of intrigue and help meeting planners run successful group transportation. Here are a few suggestions to help ease the transportation process:

Group transportation highlighting the destination

Hotels and CVB’s are great go-to sources for ground transportation. They are the destination experts who see and hear the good and the bad. CVB’s in particular will have a keen understanding of the destination and may be aware of alternative or destination specific transfers. For example, Newport Beach, CA has a local beach trolley that can be booked exclusively for group transportation. These trolleys are a refreshing twist to typical coaches and a fun way for your group to travel the area much like the locals do.

Groups heading to one of Newport Beach’s many waterfront restaurants can take advantage of another unique transportation option and include a floating cocktail hour as well. Dinner transfers aboard the quietly comfortable Duffy electric boats have become as much of the dining experience as the food itself.

In fact, using these sleek electric boats for transfers can simplify the often complicated corporate dine around. With several dock and dine restaurants lining the harbor your group can enjoy a progressive dinner and get a true taste of the destination.

Newport Beach Harbor boasts some of the most luxurious waterfront homes in Southern California, along with gorgeous private yachts and a number of acclaimed restaurants. The ideal way to taste some of the best fare this area has to offer and experience the beauty of Newport Harbor is by boat, making dinner transfers distinctive and entertaining.

Eager to fire up your group after a day filled with meetings? Try teaming your transfers with an activity. Groups headed to a beachside event, an afternoon excursion or an early dinner can hop on Pedego electric bikes which make it a breeze to get around town. Your group can wake up their meeting laden bodies as they cruise along coastal or bluff top bike paths enroute to the event.

Managing successful group transportation

Even with unique transfer options, you may have those times when you absolutely need to book traditional group transportation. Check out the list of recommended vendors in the area and make certain they’ve met the approval of the CVB and area hotels. Choose a company with a proven track record and one that is familiar with the level of service your group expects. Look for a transportation partner that is local to the area and has staff familiar with the roads, properties and airport layouts.

As a meeting planner you have a huge responsibility to ensure attendees have a fantastic, safe and memorable event. Turning to the local experts and asking some pertinent questions can lead to a rewarding experience. Ask your CVB partners how they would get around if they were visiting the area for the first time.

Whether you need help booking ground transportation or finding the best property for your next group meeting, contact the staff at Visit Newport Beach, the destination marketing organization for Newport Beach, CA. Visit Newport Beach opens the doors to this Pacific paradise with destination expertise, customized site visits, strong partnerships with valuable resources.

Written by Visit Newport Beach Meetings

As a not-for-profit Destination Marketing Organization (DMO), Visit Newport Beach provides destination expertise, customized site visits, strong partnerships and resources tailored specifically to the needs of meeting planners and their clients.

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