Transport is usually the last thing on an event planner's list and the first thing guests complain about. A delayed shuttle or a missing chief-guest car can undo weeks of work. The good news is that most problems are predictable. Here is the checklist we use when a client hands us an event in Chennai.
1. Start from the guest list, not the vehicles
Split your attendees into groups: VIPs and speakers, out-of-town delegates, local staff and general guests. Each group moves differently. VIPs need a dedicated car. Delegates move in waves between hotel and venue. Staff often need an early-morning run.
2. Map every movement
Write down each journey: who, from where, to where, and when. Typical movements are airport to hotel, hotel to venue in the morning, venue to dinner, and back to the hotel. Note Chennai's peak hours. A trip from Guindy to the Chennai Trade Centre at 9 a.m. takes much longer than at 7 a.m.
3. Match vehicles to each movement
- Chief guests and speakers: Vellfire or Mercedes-Benz with a chauffeur.
- Small teams of 8–12: Toyota Commuter.
- Groups of up to 16: Urbania 16 seater.
- Large groups: luxury coaches or Volvo buses.
4. Plan airport arrivals carefully
Collect flight numbers in advance. International arrivals at Chennai often land late at night, and immigration can take an hour. Group delegates by arrival time rather than sending one bus for everyone.
5. Brief the drivers
Share the venue's entry gate, VIP drop point, parking area and a contact on site. A two-minute briefing saves twenty minutes of phone calls on the day.
6. Keep a backup
Something always changes: a flight is delayed, a VIP adds a stop, a session runs late. Keep one spare car and one spare van on standby for the main day.
7. Get one consolidated quote
With several vehicles, ask for a single quote listing each vehicle, its package and the expected extra hours. It makes approvals and billing much easier.
Planning an event in Chennai? See how we handle event transport or send your brief to info@omshakthitravels.com.