Destination MCO Event Sales Manager Annette Snedaker shares transportation tips, including information about how far in advance planners should request transportation, the different types of vehicles and the number of attendees they hold, luggage, licenses and insurance, working within a budget and ADA requirements.
Transportation can, literally, transform your event. It is often the first encounter the attendee has when arriving at the airport and also a life-or-death choice when moving people from one part of the destination to another.
It can also break the budget if you are not careful. We asked Destination MCO Event Sales Manager Annette Snedaker what she wished planners engaging their services would ask her. The short answer is start early to get the best choices, share as much information as possible about number of attendees, luggage and ADA requirements and any past experiences. Read on for a breakdown of the types of vehicles you might want to request by name.
How far in advance should planners contact the transportation company?
Great question! As most would guess, the further out transportation is booked, the higher the chances are of a smooth, well-executed program or individual service.
When transportation is secured months in advance, that allows the company to ensure chauffeurs are not taking time off, that vehicles are set aside in the reservations system ahead of time, and that the best ground staff are confirmed for high level execution of your special event.
On the other hand, when transportation is booked last minute, it can put stress on the transportation company who may have to reschedule or unexpectedly schedule chauffeurs, internal dispatching staff, or ground staff. The best way to put it, is that it can be done, but it may feel more “fragmented” or challenging from your end as the client booking the transportation. For large groups requiring multiple vehicles to/from airports and offsite excursions, we often reserve fleet 3 to 12 months in advance.
What are the different types of vehicles and their average number of passengers?
I personally did not know a lot about commercial vehicle sizes until working at Destination MCO, so we understand that when a prospective customer reaches out, we may need to send pictures, explain the different vehicle sizes or amenities. Never be afraid to ask us what make and model sedan, SUV, van or bus we own.
We may not be able to promise a certain model on a particular day, but at least you know ahead of time that either a Suburban or Tahoe is going to pull up, so you can assure your guests are riding in an appropriate, classy vehicle. To assist us in assigning the best-fitting vehicle for your service, please let our team know how many guests will be in the vehicle, how much luggage and if there are any car seats necessary or ADA requirements.
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You can follow these general guidelines below, which may fluctuate depending on whether you are comfortable with someone sitting up front with the chauffeur and how comfortable your guests are sitting side by side. Kindly note for golf trips, the seating capacity will change if there’s luggage and clubs.
- Sedans generally seat up to (2) guests + luggage
- SUVs, depending on the make and model, can seat (5) + luggage comfortably // (6-7) without luggage
- Lux Vans generally seat up to (10-11) + luggage or (13) without luggage
- Executive Sprinters, depending on the interior setup generally seat up to (8-10) + luggage, but this is truly determined by how much space the designed left in the rear of the vehicle for luggage so always ask
- Limo Sprinters generally seat up to (10-13) guests in a circle
- Minibuses, which come in all shapes and sizes can seat anywhere from (20-25) + luggage and (25-30) guests without luggage
- Minicoach buses, which also have a variety of seating capacities, can seat up to (26-36) with luggage and (31-40) without luggage
- Always inquire about the amount of storage space on the bus, whether it has a bathroom (and whether it is in working order) to ensure you are not caught by surprise
- Motorcoaches seat up to (54-56) passengers + all their luggage
Is pricing based on time on the road, number or people, type of vehicle, other?
A transportation company’s pricing structure is based on their local market and may fluctuate during busy seasons or particular events when the fleet will sell out, and staff are operating at max capacity. At Destination MCO, we base our pricing on whether the customer is looking for a one-way transfer in-town, charter (hourly service), airport transfer, or an out-of-town trip. Additionally, we have separate rates for transfers to the Ports and FBOs as well. National and international reservations prices are set by our affiliate partnerships and what is occurring in their local market during your service time.
What accessibility issues should be considered?
It is best to let the transportation company know upfront if there are any ADA guests in a group and when the ADA vehicle will be needed. We need to be informed if children are traveling with a party as well so we can offer the proper child seat, ensuring the safety of all guests. If a child no longer needs a booster or car seat, you can let that detail slide.
What licenses and insurance should be required?
This is such an important question because most customers are not aware they can research a company before booking with them! With all the safety issues we are now learning about with Uber and other ride-share companies, I’m happy to say our government empowers planners to see transparently what kind and level of insurance a company carries and how safely they operate. You can publicly see whether a company has had trouble paying their insurance bill and how many accidents are reported.
I highly recommend every planner doing their homework because in a world where we are shopping for the lowest rate, I can guarantee you some of those low-rate companies are not running safely. You may be surprised or alarmed at what you find here. To find a company’s Department of Transportation (DOT) number, you can Google it. Then, find insurance details here: safer.fmcsa.dot.gov/companysnapshot.aspx.
Once you are on that website and viewing a company’s DOT details, you can click a blue link stating, “To find out if this entity has a pending insurance cancellation, please click here.” I can’t encourage planners enough to utilize this website—it will give you and your special guests peace of mind!
Any special considerations for airport pick-ups?
Yes! I have several tips for airport transfers! Don’t forget to ask whether a rate includes meet & greet at baggage claim. Different airports and vehicles have different protocol regarding whether a chauffeur is allowed to exit their vehicle and make their way inside to baggage claim. Additionally, ensure the company has flight-tracking software which should automate their work of adjusting the vehicle/chauffeur arrival time to the airport to be in alignment with flight arrival time.
You should never be having to communicate a delayed or cancelled flight to a dispatch team—their systems should be monitoring that for you. Do ask about airport wait times should guests take a while to exit the airport, or if the plane is taxiing on the runway for an extended amount of time. International flights can be tricky so always ask a company for their policies verses having to question what you’ve been billed after the service was completed.
A company might also have a fee for late night or early morning pickups, especially between 11 p.m. and 4:59 a.m. so it’s always better to ask! Clarify how the communication works between passenger and chauffeur. For example, our system automatically sends a text message alert to the passenger when the chauffeur is en-route and when he/she has arrived and they have their chauffeur’s name and mobile number.
When guests are headed to baggage claim, they can let the chauffeur know they will see them soon! Lastly, Destination MCO operates around-the-clock, but not all companies do. A smaller company might close the office at 5 p.m. and at 2 a.m., the call goes to the owner who is asleep. So never be afraid to ask if the company is “fully staffed in person” around the clock for late-night and early-morning adjustments, concerns or questions.
Any tips for working within a budget?
Absolutely! Let the company know you have a budget upfront, or that your guests are “budget conscious.” If the company can, they will try to work within a parameter. It may depend on how busy they are, what vehicles are being reserved, and the type of vehicle, but most companies can offer various options for especially a large group. A big difference to an event budget might be the difference between individually reserved cars verses vans or buses on shuttle.
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Anything you wish planners asked you?
Here is what I ask a planner: “What has gone wrong in the past for you? What pitfalls have you encountered in booking transportation that cost you sleep, money or a client, so I can help avoid that for you?”
