When your entire team is traveling together, and you are footing the costs.
Traveling with a group has its advantages. Not only does it save you money to rent one corporate vehicle for your entire team, but it also ensures that no one arrives late or gets lost in a strange city along the way. You are able to monitor everyone traveling with you, so they arrive safely to their hotels or chosen meeting place.
A few questions you will want to ask yourself about arranging group transportation are:
- How many people are traveling together? It will give you an idea of the size of the vehicle needed to travel safely and comfortably. Having a headcount in advance also entitles you to discounts that may not have been available without knowing the approximate number of people traveling in your party.
- Which corporate vehicles are available that meet my needs? Some options are too small, while others are too large. Once you know how many people you will be traveling with, you can choose the transportation option that best meets your needs.
- How long will we need transportation services? If you are in the city for a week-long event, you will want to communicate the need for a week’s worth of transportation at the time you book your vehicle. We know that it is off-limits for that timeframe and will not rent it to another customer because of a miscommunication.
- Is it better to rent multiple vehicles or one large bus? If the people traveling with you will part ways at any point during the trip, do you want a large bus transporting a few people back to the hotel? It does not make sense. You can change your luxury vehicle option to one that is smaller and more accommodating for the situation.
Traveling as a group is a great way to save time and money. You do not need to worry about one of your key players showing up late and interrupting your conference. You also do not put your employees’ lives at risk by asking them to take rideshare services in a city that they are unfamiliar with.
