Once parking needs have been estimated, it should be determined if
a parking budget is a necessity to meeting the event’s objectives.
If it is decided that providing free parking for guests is important,
talk to the venues under consideration for the event about what they
can provide and how much it will cost. Ask if the venue is willing to
provide free parking passes for the event staff and important guests.
If a venue does not have its own parking, it should be able to provide
the contact information for any private or municipal pay parking lots
that are located within a convenient distance from the event.
When discussing the prepayment of parking, find out whether the venue
will be willing to base payment on a minimum charge that expands based
on the number of vouchers handed in. Although it would be ideal to base
payment only on the spaces actually used, most parking lot managers
will require a minimum charge for reserving the parking spots for the
event. Guests can be provided with parking vouchers either in the pre-event
stage, or upon event registration/entry—if the lot requires payment
on arrival, it is a better idea to provide the vouchers in advance.
Hotel
parking garages are often pricey, reflecting the fact that they are
a significant income source for the hotel. The venue may be reluctant
to negotiate a discount, but it never hurts to ask, especially for a
larger event. For hotel
parking lots, the most seamless arrangement is to have the parking charges
transferred from the arriving guest to the event’s master bill.
| Ottawa Conventions.com
Event Planning 101
Chapter 5: Transportation
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