Transportation for an AVP USA Conference varies in each location. In Minnesota we had a well-organized system of personal auto shuttles; there was no commercial shuttle available to the site. In California a commercial shuttle was available, however a special deal was negotiated with the only shuttle to the area that required combining people in shuttles to assure the lowest rate. However we also needed individuals to get people to and from the airport who arrived too late or left too early to get a shuttle.
Working with airline companies and rental car companies for lower rates is not worth the effort, since the internet is so available for even lower rates. Many options were provided in 2005 to attendees for these specially negotiated deals, which were either not better deals or not used.
Most of the work for this individual/group happens within the last month, see timeline below
While one person needs to be the overall coordinator of riders in order to reduce confusion, others could take on other parts of the job, and many people may be needed to conduct the actual driving. Reach out to @conferencechair@avpusa.org for a template to aid in transportation planning.
Research all Area transportation possibilities from, prep information for confirmations – Jan. 15
Research transportation from alternate airports and develop a plan for pickups including public transportation
Coordinate rides for those who cannot take public transportation
Negotiate for discount on private shuttles from airport
Coordinate transportation on-site for those with disabilities
Coordinate transportation from site to outgoing flights or trains.
A list is posted during the conference to schedule transportation arrangements for returning to the airport or train.
Develop and coordinate ride sharing plan for locals and those flying into airports
Recruit airport greeters if needed
Thank appropriate drivers/companies
Additional Files - Jul 09, 2015 8:59:56 PM