Staff Transportation Tips for Trade Shows and Conventions

When you’re going to a trade show or convention, you want to get the most out of your experience. You don’t want to let outside concerns, like travel and lodging, grab your attention. Plan all accommodations and avoid headaches. By following these practical and actionable staff transportation tips when attending trade shows and conventions, you can optimize your time.

Book Accommodations Months in Advance

Traveling to a trade show or convention as a company means you must consider everyone on your team. Depending on the size of your staff, you’ll need to book hotel rooms months in advance. If you wait too long, you risk not having everyone in the same location or not having enough rooms at all.

Making your plans far in advance means you may be able to get rooms in the hotel closest to the event, if not in the hotel where the convention is taking place. Reach out to the event organizer for their recommendations. Put yourself and your staff on any waitlists available.

Registering earlier is also more cost-effective. You can secure any deals your hotel offers. You might even get a bigger room for half the price as those last-minute bookers. The most incredible perk to booking early is less stress. With accommodations booked, you won’t have to worry about last-minute planning.

Create a Packing List for Your Staff

Provide your employees with a list of items they will need at the trade show or convention. Include items like comfortable footwear and several changes of clothes. If you know the events to expect, let your team know ahead of time.

You’ll probably be on your feet a lot and have multiple events to attend. Post-event meetups, parties, and social engagements may all have different dress codes. Make sure your staff packs accordingly. Add other essential items to the list, like chargers and extra toiletries, to be safe.

Plan To Travel as a Group

Team bonding is essential for events like this. You can’t create an atmosphere of camaraderie if everyone travels in separate cars. Make plans to travel as a group so that everyone can go over logistics and get on the same page about specific details.

Traveling through large cities can get tricky, so avoid the confusion of multiple cars, if possible. You don’t want to risk some of your staff getting lost and people arriving at different times. Getting a passenger van rental in Portland, Maine, will ensure your staff gets to your destination safely.

Map out the route before departure to avoid any surprises. Familiarize yourself with the directions as much as possible in case of emergency.

At Landbird, we offer reliable vehicles that can transport up to fifteen people, ensuring that your staff arrives at their trade show or convention full of excitement. For more information visit our website.