Few things say VIP like a
limousine. A chauffeur holding up a sign at the airport or train
station gives the guest a sense of being of importance to the organization
hosting the event. Streams of limos disgorging passengers onto a red
carpet create buzz and glamour, both for attendees and media. They can
be a positive environment in which to negotiate deals.
Limousines are hard
on the budget. Before booking them, it is a good idea to revisit the
event’s objectives and determine if the use of limousines
will enhance the event or be detrimental (i.e., a charity fundraiser
should only provide limousines if the services have been donated, while
providing certain guests with limousines and not others may create an
impression of favouritism). If appropriate, a bottle of champagne heightens
the luxury. A firm that treats its VIP customers to the PGA’s
US Open enhances the experience by providing champagne and orange juice
as the VIPs are driven to the event.
Limousines, especially
the stretch ones that do not fit in parking garages, may have special
parking needs that require temporary municipal permits. In some areas,
there are idling restrictions. The limousines should arrive at the pick
up zone fifteen minutes early with a full gas tank, a groomed and well-dressed
driver, and a clean and stocked (if included) interior and trunk. If
the driver(s) has a cell phone, the event organizer should be supplied
with that number, in case of plan changes or other issues.
Know whether the limousine has been booked for the entire duration
of the event, or if it has multiple bookings during that time frame.
Multiple bookings, with their consequent possibility of delays, can
create problems if an event has a tight time frame (i.e., guests must
arrive at a certain time for a speaker, or guests are due at the airport
or train station). It is more expensive to book for the entirety
of the event, but it will provide peace of mind.
| Ottawa Conventions.com
Event Planning 101
Chapter 5: Transportation
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