Find Venue Now!

As featured in 101 really useful websites by The Independent

Meetings Checklist - Ground Transportation

Oct 24, 2012 | Blog

Ground transportation isn’t the most glamorous subject but it becomes a hot topic for attendees when transport doesn’t go as planned. That is why appointing a reputable ground transportation provider for an event, conference or exhibition is not a decision that should be taken lightly.

With offices and partners in over 80 countries including London, Manchester, Paris, Boston, New York and Hong Kong, Tristar Worldwide Chauffeur Services is one of the world’s leading chauffeur companies with a fleet of more than 500 vehicles. Founded over thirty years ago, Tristar works with some of the world’s top companies and well known brands organising ground transportation for international events, meetings and roadshows.

Dean De Beer, Group CEO of Tristar Worldwide Chauffeur Services uses his experience and shares his top ten questions and tips that event planners should be asking when choosing a provider.

1. How long has the ground transportation vendor been working in the meetings market and do they have an experienced and knowledgeable event team? If you require a provider with international experience ensure that you check their credentials.

2. Is the provider able to offer client references for similar types of events? Ask to speak to satisfied clients. If they are not forthcoming in providing contact names, question whether they are the right provider to be working with.

3. Ask about the range of vehicle choices available, from MPV’s and mini-coaches to saloon and hybrid vehicles. The vehicle range should suit your needs not the other way round.

4. Ask about driver selection, training programmes and uniforms. After all, the safety and comfort of your attendees is vital.

5. Is the provider able to provide on-site management for your event? Do they have the right skills to ensure that the transportation headache is removed for you?

6. Has the provider carried out site inspections with each of its local franchises or service partners? Sometimes the delivery of the service is outsourced if the vendor doesn’t have the capacity and vehicles required in their own fleet.

7. Does the provider have formal contracts with local partners that include service standards, adequate insurance and require background checks? Don’t be shy in requesting copies of those contracts. Standards can vary quite a lot in different countries; ensure you have the right cover for your event.

8. Is the provider aware of local rules and customs, and how do they overcome any potential language issues? Managing an international event comes with a new set of issues; ensure that your provider has good local language and knowledge before appointing them.

9. Are you able to monitor service levels, booking processes and spend patterns? Your provider should allow you to see how charges accrue from reservation to billing. Agree to key performance indicators and ask for reports to tie in with your requirements not theirs.

10. Gain an understanding of the provider’s CSR and sustainable policies. This is particularly important if as an event planner or a venue you wish providers to have similar policies and a commitment to sustainability.

For further information on Tristar or for an event quote visit

Contact our team