If the budget allows for it, valet parking will automatically upmarket
an event. It is convenient for the attendees and ensures their comfort,
no matter the weather
or dress code. Valet parking makes inconvenient parking locations a
non-issue for attendees. Guests find it particularly welcome during
inclement weather.
There are many organizations that offer to drive individuals home in
their own car. These organizations often offer to provide valet parking
service for free or a nominal fee.
If valet parking will be a feature of the event, first check with the
venue to see if there is a company that regularly provides this service
to the site. The more familiar the valet parking company is with the
location, the more smooth the experience for the guests. Get references
from previous organizations that have used the valet parking company
at the same site, asking specifically about efficiency and professionalism.
The rates can be negotiated by the hour, by the car, or by a combination
of these two factors. If tips are to be included in the contract, make
sure that both the guests and valets know that the host organization
is covering the gratuities. The contract between the event
organizer and the parking company should also state the number of
attendants on hand. It is best to do a walk through of the site, looking
at distance to parking, length of drop-off lanes, shared access, et
cetera. The contract should also require evidence that the attendants
are bonded, and of valid insurance coverage for theft or accidents,
along with driving records and previous claims (if any). As with any
company that is being considered for hire, check its Better Business
Bureau rating.
It may even be advisable to include the expected dress code and the
attendants’ hygiene requirements in the contract. Typically, the
valets will dress semi-formally, in white shirts and black pants. The
event
organizer may prefer to provide company logo polo shirts, or outfits
that complement the theme of the event, if they have the budget. If
so, organize this far enough in advance that the correct sizes have
been provided.
| Ottawa Conventions.com
Event Planning 101
Chapter 5: Transportation
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