Conference Shuttle & MICE

One all-inclusive price covers the driver, fuel, tolls, parking and VAT, so the figure we quote is the figure you pay. For a multi-day event we map every transfer in advance: airport pickups, hotel-to-venue shuttles, evening dinners and the return runs. You get a single contact and one invoice, even when twelve coaches are moving at once.

Yes. With 50+ vehicles and operations in 10+ countries, we run coordinated convoys of coaches, midibuses and minibuses on a shared timetable. One dispatch team tracks every vehicle in real time, and our 24/7 human dispatch means there is always a person on the phone, not a voicemail, when a session overruns or a flight lands late.

We build buffer time into the schedule and track arrivals, so a delayed flight or an overrunning keynote does not leave delegates stranded. Drivers stay in contact with our dispatch throughout the day, and waiting time for normal session overruns is planned in rather than billed as a surprise. If the agenda shifts on the day, one call to dispatch adjusts the runs.

We build the loops from your delegate manifest: your registration list tells us who sleeps where, and we group hotels into routes with synchronised timings so shuttles arrive in sequence, not in a convoy jam at the venue door. Large conferences using 10 or more hotels are normal for us. As the rooming list changes, the manifest updates flow into the run-of-show and the loops adjust with them.

For conferences of around 200 delegates and up, an on-site transport coordinator works your event: at the hotels in the morning, at the venue between sessions, radioing the fleet as the agenda moves. Vehicles can carry your event branding as window and windscreen signage so delegates spot their shuttle instantly; tell us at booking and we produce the boards to your artwork. Smaller events run through the same dispatch desk with a named remote coordinator.

Send us the dates, delegate numbers and your draft agenda, and you will have a written all-inclusive quote within about 2 hours. There are no published rates because every event is priced to its own route plan and vehicle mix. We have run charter bus logistics across Europe since 2014, we are RDA and ASTA members, and every trip is carbon-neutral at no extra cost.