Meetings and Events Las Vegas | Transportation Made Simple

Transportation Made Simple

Article By: Meeting Planner Resources of VI: Volume 4 - Issue 2

One of the biggest nightmares for meeting planners is coordinating individual and group travel for an event. Attractive options to alleviate the stress and complexity of transportation needs for both the planner and the attendees are hiring charter buses or limousines. With the convenience, luxury amenities and cost and safety benefits, charter buses and limousines truly are avenues to consider seriously.

Benefits of Using a Charter Bus
When everyone comes from different locations via different methods, it often means scheduling and coordination issues as well as time wasted waiting for group members to arrive. With charter buses, large groups of travelers reach their destination all at once without extra individual hassles. Bus charters provide destination-specific pick-ups and drop-offs almost anywhere in their service area, and some offer multiple pick-up and drop-off points for added convenience. While certainly easier for meeting planners, it is also great for attendees; they can sit back and enjoy the ride while someone else drives. Plus, if a group outing involves alcohol or late-night driving, attendees don’t have to worry about it. In addition, large groups get the opportunity and enjoyment of traveling together, which means fun and excitement as well as more chances for team building, networking and camaraderie.

Charter buses feature myriad amenities, from reclining seats, adjustable footrests and personal reading lights to on-board restrooms and high-tech entertainment systems. All charter buses are climate-controlled and built to offer the feel of a luxury automobile ride. Depending on the needs of your group, charter buses come in many shapes and sizes with seating capacities ranging anywhere from eight to 300. Each company has its own Web site or information center that gives details about the amenities and services they offer.

Many event organizers think, with all the posh amenities associated with charter buses, that the price would not fit their budget so the group cannot take advantage of the convenience they offer. However, when the costs of driving multiple cars—rental and insurance fees, fuel, mileage reimbursement, parking or maintenance—are compared to the cost of many people in one charter bus, it is a surprisingly economical, competitive option. Moreover, in the current economy, the price of charter buses has become very reasonable, and companies are fiercely competitive for your business, often offering special packages, attractive terms and increased amenities at discounted rates. Be sure to shortlist a few bus charter companies, and take your time comparing quotes before making a decision to get the best bang for your buck.

Another benefit of chartering a bus for your event is that it is statistically one of the safest forms of travel. In addition to the logic of “safety in numbers,” charter drivers are highly regulated so the industry has an unparalleled safety record in terms of road transportation. The United States Department of Transportation (USDOT) regulates the nation’s charter bus industry. Companies are required to have insurance policies to protect its customers while in transit. Drivers are required to carry a current USDOT Physical Exam Card, be drug tested and maintain a log for miles and hours of service so they do not exceed maximum drive time and thus become tired behind the wheel. Plus, charter buses are safer for the environment, achieving the highest passenger miles per gallon (MPG) and the lowest passenger MPG of carbon dioxide emissions of all forms of road transportation.

The Lap of Limo Luxury
Hiring limousines for your event transportation certainly is a way to impress, but finding a good limo service can be more difficult than it seems. The sheer number of companies out there ensures selection, but how do you narrow it down to get the best value and quality for your money? When looking for limo transportation, always use caution and research to find reliable and honest companies that will give you the service you expect and deserve.

When searching for a company, most want the lowest price, but cheapest is not always the best. Although the service seems the same, often a slightly more expensive business invests in its back office, which ensures quality service. This includes experienced chauffeurs with background checks; vehicle maintenance and liability insurance; and 24-hour dispatch and protected credit card data. Going for a deal is fine, but just make sure you’re getting quality.

One of the best ways to find a good limo service is through referrals, either from associates or the Better Business Bureau. First-hand referrals and published reviews go a long way to ensure satisfaction. In addition, determine what you want or need from the service by asking about available amenities. Whether you want entertainment media, food or alcohol, spaciousness or simply a nice ride, there are services for many budgets.

“Limos” come in all shapes and sizes—from town cars to stretch SUVs—therefore price points vary. Inquire how many vehicles a service owns, vehicle age and their capacities. Although the number of cars does not predict quality of service, it indicates the company’s focus. Small companies typically offer one type of highly personalized service. Medium companies have a variety of vehicles and services. Big companies handle large-volume corporate accounts. All vehicles should have fewer than 200,000 miles, or well-maintained older vehicles should have million-dollar insurance policies. Also important is the availability of backup vehicles for emergencies.

With the exception of flat-rate airport transfers, limo prices are based on hours of service, not mileage or passengers. Prices usually include a three-hour minimum, so if you use a limo only for one hour, you are charged for three. During busy seasons minimums may be as high as eight hours. In addition, rates are affected by seasonal and daily demand so budget accordingly, knowing weekends and holidays are higher. Since pricing is variable, if you book more than two cars, ask for a discount; it’s worth your while to negotiate. In addition, industry standard allots for one hour of billed travel time in which the car goes to the pickup location and back to the garage after drop-off. Be wary of companies padding this time much beyond that.

Rental fees include a booked number of hours, but know company policies for driver gratuity, overages, surcharges and hidden charges. Quality limo services automatically charge and invoice a 15- to 20-percent gratuity (additional tips are allowed). When booking a limo for a specific time amount, know what happens if you go over. Quality companies will bill in 15-minute increments until service is completed, but some automatically charge extra full hours or even an extra six-hour time block despite actual time spent. Although discounted services may seem inexpensive upfront, they often make their money in surcharges. Typically companies charge a 10-percent administrative surcharge for automotive and workman’s compensation insurance and maybe a 5-percent fuel surcharge. Anything else is nonsense. Also look for hidden charges. Reputable companies charge for tolls, parking and airport tax, but limousine services are not subject to local or state sales tax.

Simply put, the company with the best chauffeurs has the best service. By law, limo chauffeurs must be drug tested and have a physical. Good companies follow state mandates and run criminal background checks on prospective employees. Drivers also should have a clean driving record and be familiar with the service area. The best drivers are career chauffeurs who are consistent and reliable. They take pride in their profession and are educated and experienced, thus very well paid. When setting up an account, inquire about driver pay and benefits compensation; the best drivers go with the money. House drivers usually earn $7–10 per hour with 20-percent gratuity; independent operators make at least 65 percent of the base rate with 20-percent gratuity. All drivers should receive vacation time, regular days off and benefits.

Business experience is important, and longer-running companies are usually better than start-ups. However, with a new business, ask about the operator’s background; some great boutique companies are new but run by managers and drivers with years of experience. Make sure a solid corporate infrastructure is in place. Backup generators, secure data servers, remote dispatch and reservation systems, and employee communication networks need to function smoothly in case problems arise. Lastly, a service should offer corporate billing and detailed invoices to provide transparency. Each invoice should have full reservation tracking information, which can be verified and corrected.

Every limousine service requires a license number issued by the state; it allows a company to operate legally. In addition, every car needs commercial vehicle insurance. Town cars are required to have minimum liability coverage of $750,000; vehicles carrying eight passengers or more need at least $1.5 million. Plus, you should know the company policies and your rights and liabilities should an accident occur so ask for proof of insurance before you sign anything.

When you’ve decided, ask for a contract, and make sure everything is in writing. A contract should include (1) the year, make and model of the limo; (2) detailed rates, including gratuity and charges; (3) deposit amount and cancellation fees; and (4) the company’s liability in case of breakdowns or no-shows. In addition, cancellations are common for limo companies, and if problems arise, you should be able to cancel your reservation so get in writing and review the cancellation policy.

In general, if you can find a great deal on charter buses or limousines, excellent! Just make sure the deal also delivers the quality and services you expect. Depending on your preference, group size and budget, charter buses or limos both are accessible options for booking group transportation. Most importantly, regardless of what mode of transport revs your planning engine, get those contracts in line so you are guaranteed smooth service and smiling colleagues.