Corporate event transportation is a logistics problem with five parts: who is coming, how they arrive, where they stay, where the event is, and who needs a car of their own. Plan in that order.
1. Count people and bags
Start with the guest list and split it into groups that travel together. A passenger van carries 15 people and 15 bags; an SUV carries six.
2. Map the arrivals
Collect flight numbers and train times. Arrivals at PHL are flight tracked; arrivals at 30th Street Station are met at the station.
3. Plan hotel to venue runs
For a conference at the Pennsylvania Convention Center or a dinner across town, schedule van runs around the start and finish times rather than one big pickup.
4. Give executives their own car
Speakers and senior guests often need a car on standby between sessions. Book those by the hour.
5. Write the timing plan
| Time | What happens | Vehicle |
|---|---|---|
| Day before | Airport and station arrivals | Sedans, SUVs, van |
| Event morning | Hotel to venue runs | Passenger van |
| During the event | Executive standby | Luxury sedan |
| Evening | Dinner transfers and returns | Van and SUVs |
| Last day | Airport departures | Sedans and SUVs |
Send the plan to our team and every ride is priced before you book. More: corporate car service.
Frequently asked questions
How many vans does a 40-person event need?
Three vans of 15 seats each, or fewer vans making timed runs.
Can executives have a separate car?
Yes. Book a luxury sedan or SUV by the hour for standby.
How far ahead should we book event transportation?
As early as the event is confirmed, and at least 24 to 48 hours ahead.
Can you meet guests at the airport and the train station?
Yes. PHL arrivals are flight tracked and 30th Street Station arrivals are met at the station.
