2023 Wrapped: DCi’s Top Event Highlights From This Year
The first interaction you have with guests sets the stage for their entire experience — and this often starts with transportation. Whether you’re hosting an intimate corporate retreat for 10 or a large-scale annual summit for 10,000, helping your guests get to where they need to be significantly contributes to a smooth and enjoyable experience. As one of the top destination management companies in the country, DCi knows a thing or two about arranging hassle-free transportation that gets attendees off on the right foot. Here are a few of our experts’ tried-and-true tips for getting your guests to their destinations safely, on time, and in good spirits.
1. Prioritize Safety — Always
First things first — if there’s anything that makes or breaks the guest experience, it’s safety. Before planning anything else, it’s important to make sure that your guests are in good hands from the minute they step into the vehicle. This means selecting reputable (and trusted) providers to work with, ensuring vehicles are well-maintained, and having emergency plans in place. At DCi, we make this a priority for every event. “We have a compliance team that ensures we only hire companies that adhere to the highest industry standards,” DCi experts say.
2. Maximize Comfort
Making the journey as smooth as possible goes a long way in leaving a good first impression with your guests. Chauffeuring them in a clean and comfortable vehicle is, of course, a given — but an enjoyable ride also means providing your guests with enough space, keeping the temperature at a comfortable level, and offering them amenities like water and snacks when possible. What’s more, drivers should always pay close attention to maintaining a steady speed without braking or accelerating — especially on longer rides.
3. Factor in Group Sizes
Opting for the right vehicle — and the right size and number — goes hand-in-hand with prioritizing guest comfort. Whether it’s a short ride or a longer trek, there’s nothing more unpleasant than being stuck in an overcrowded car! That’s why one of the first steps in planning your transportation is figuring out the number of attendees and the amount and type of vehicles you’ll need — whether it’s a charter bus, a shuttle, a van, or a limousine. Over the years, DCi has arranged transportation for every event type and size. Case in point: Our team recently orchestrated a 9,000-person program in San Diego, California, handling all transportation needs for the enormous guestlist.
4. Plan For (and Around) Luggage
If your guests are flying in from out of town, they’ll likely have suitcases in tow. When planning transportation for multi-day events and retreats, you’ll need to account for luggage space. For all arrivals and departures, our team only fills a vehicle to about 80 percent capacity to ensure there’s enough space for luggage. “We also take the guest’s program into account when planning for luggage,” DCi experts say. “If the program is over three days, we find that more guests check luggage and have larger bags, so we account for more vehicles and fewer guests per vehicle.”
5. Develop a Detailed Transportation Schedule
When should your guests arrive? How early is too early? What happens if they get stuck on a gridlocked highway? That’s where a transportation schedule comes in — a detailed timeline that includes pick-up and drop-off locations, times, and everything else that sets you up for success. When coordinating transportation with our providers, the DCi team always accounts for guests’ arrival and departure patterns. What’s more, our experts also use data analytics (like GPS data and real-time location tracking) to generate a more accurate picture of when busy periods are likely to occur. Then, we adjust our services accordingly.
6. Stay Punctual!
Keeping to the aforementioned, carefully planned timeline is the key to a smooth-running event — and your guests arriving on time. Our team begins coordinating offsite transportation well before departure time, ensuring that all drivers are briefed on the day’s schedule and drop-off sites, and that the vehicle is loaded up with the necessary meals and equipment. “DCi frequently books dry runs to new destinations and activities to ensure our transportation partners are familiar with the routes,” DCi experts say. “We also communicate heavily with local staff to make sure all construction, city events, etc., are on our radar before event day.”
7. Be Mindful of Accessibility
Part of creating an enjoyable experience for everyone is making sure that every guest feels welcome from the get-go. That’s why following best practices for accessibility is an absolute must. Whether it’s a shuttle or a limousine, make sure that there are vehicles available that are equipped with accessibility features like ramps or lifts for boarding, wheelchair securement devices, designated seating areas, and accessible handrails and buttons. “DCi will provide dedicated staff to work as a hotline to transport guests in their ADA vehicles,” DCi experts say.
8. Provide Clear Communication
When it comes to time-sensitive matters, clear communication is essential to keeping things moving and eliminating any confusion. When picking guests up from the airport, for example, our team provides them with instructions well in advance. That way, they’re able to find our staff members as quickly as possible upon arrival. “Our standard uniform stands out among the crowd and our staff is strategically placed to be identifiable to guests,” DCi experts say. “DCi can work with clients to customize our staff uniforms to be in line with program logos and color schemes for seamless event branding.” From multilingual signage to event apps and push notifications, DCi employs several different methods to establish clear communication from the outset.
9. Location, Location, Location!
Another aspect of transportation to keep in mind: pick-up and drop-off locations. Having a bus pick guests up exactly where they are and drop them off right at the venue’s door would be ideal — but in many cases, isn’t exactly possible. It’s even more unlikely if you’re shuttling guests to and from a hard-to-get-to destination. DCi experts recommend positioning transportation hubs close to key locations and making sure guests can enjoy fast, frequent, and reliable service without having to wait too long for their ride home.
10. Always Have a Backup Plan
Traffic incidents, bad weather, road construction, flat tires — there are so many factors that can delay or completely hamper your guests’ arrival and departure. The smartest thing to do is plan for transportation mishaps before they happen. “We always recommend standby vehicles!” DCi experts say. “These come in handy when unexpected VIPs arrive or in the case of an emergency like a flat tire. This approach gives us the ability to pivot quickly without interrupting the guest experience.” Hiring float staff is another way to ensure everything goes as smoothly as possible. They can step in and provide support where it’s needed — like helping guests track down their lost luggage and assisting with any unexpected issues during busy times.
11. Amp Up The Entertainment Factor
Just because something is practical doesn’t mean it needs to be boring. Sitting in traffic is no one’s cup of tea — so why not make it fun and entertaining for your guests? Depending on the purpose and goal of your event or retreat, you can opt for unique vehicles like vintage cars, luxury automobiles, or shuttles decked out to match your theme. Bonus points if you add a surprise boredom-buster to the ride — like an entertainer, musician or trivia to keep guests engaged during longer transfers. The more thought and effort you put into welcoming your guests, the more likely they are to have a smooth and stress-free experience.
Looking to plan seamless transportation at your next event? Reach out to DCi today, and let our experts orchestrate stress-free arrivals and departures for all of your guests.
