Corporate Event Transport Checklist

You can plan the perfect corporate event — the venue, the speakers, the catering — and still have it unravel because forty guests are standing on a footpath waiting for cars. Good transport is invisible. Here’s the checklist we use to make sure it stays that way.

1. Start With a Guest List, Not a Car Count

Work out who needs moving, from where, and when. A simple spreadsheet with names, pickup points, mobile numbers and flight numbers (for interstate guests) is the most useful thing you can give your transport provider. From there, the right number of cars almost works itself out.

2. Match the Vehicle to the Guest

• Speakers, executives and VIPs — a Mercedes-Benz S-Class, with Wi-Fi, chargers and bottled water on board.
• Everyday corporate transfers — the Lexus ES, from $75.
• Small teams — a Mercedes-Benz V-Class takes up to 6.
• Delegates and groups — a Sprinter takes 8–15, and several can run together.

3. Stagger the Arrivals

If everyone is due at 6pm, everyone will arrive at 6pm — and the drop-off will jam. Staggering pickups over 20–30 minutes gives you a smooth flow at the door and a calmer start to the night.

4. Know Your Drop-Off Point

Large venues such as ICC Sydney, hotels and harbourside function spaces often have specific set-down areas. Confirm the exact drop-off and pickup points with the venue, and share them with your transport provider before the day.

5. Plan the Airport Leg

For interstate or international guests, the event starts at Sydney Airport. Send flight numbers so pickups can be timed to real arrival times, and decide whether guests go straight to the hotel or the venue.

6. Don’t Forget the End of the Night

The trip home is the one most often left to chance. Agree a pickup time, or book cars by the hour so they wait. It’s also one of the simplest ways to make sure guests get home safely after an event with drinks.

7. One Contact, One Invoice

Nominate one person on your team as the transport contact on the day, and set the bookings up on a corporate account so everything comes through on a single invoice.