Traveling is one of the fun activities for most individuals especially for the people who love traveling a lot. However, traveling may indeed become extremely strenuous when moving in large groups. In the case of bulk traveling, the person managing the whole trip comes across a wide variety of challenges. The same is true when it comes to live event travel. Usually, event managers have to face numerous difficulties while organizing the travel for the people associated with the live event.
Most Highlighted Challenges of Managing Bulk Travelling
It is normal for anyone to wonder about the hassle associated with the planning and managing event travel. Generally, while preparing the traveling plan, several factors need to be considered such as the budget and the availability of time. In fact, time is of great essence in case of live event travel and even a slight delay can augment the overall expenses and hinder the event’s success.
Following are some of the most frequent problems faced by event managers:
- Staying on Budget
Whether it’s ground transportation, air transportation or hotel accommodation, there are lots of options to choose from. However, it requires special skills to make sure that choices are made in such a way that everything gets done within the prescribed budget.
- Dealing with Unexpected Situations
Usually, event managers have several responsibilities upon their shoulders that affect the flow of the event activities. The appearance of an unexpected situation can become a huge headache for a manager, particularly when it is related to travel or logistics. For instance, it will be almost impossible for the event to proceed in case the required equipment and/or the performers haven’t arrived at the event location.
- Keeping Track of the Activities and Expenses
With so many things happening simultaneously, it is quite difficult for the manager to monitor whether the travel plan is executing correctly or not. Moreover, the requirement of reports that can be used after the event to assess how the money was spent is yet another major challenge.
A Way to Make Event Travel Management Convenient
Arranging travel on a large scale is undoubtedly a complicated task. However, if the event manager has a considerable amount of experience then the chances of the smooth execution of the travel plan increases. Because the event manager already has so many things to administer, approaching a live event travel agency becomes the most viable option. These special travel agencies thrive to take care of the large scale traveling requirements of clients. Moreover, they have both the expertise and the resources to handle the responsibility of event travel in an effective manner.
Services Offered By Leading Event Travel Agencies
A leading event travel agency offers a wide range of services that can take care of all the travel requirements of an event. Below are some of those services:
- Transportation Services
Having contacts with the best transportation services around the world, it is quite easy to arrange any sort of road transportation. Whether the client’s requirement is of a motorcoach or an extremely luxurious sedan, the agency can arrange it easily.
- Group Airline Travel
Apart from booking an airplane for a large group of people, a leading agency can also provide bulk discounts to the clients.
- Hotel Accommodations
Booking the best hotels near the event venue at the lowest possible price is another service that one can expect from an event travel company.
- On-site Coordinators
This service entails the arrangement of on-site coordinators that can perform a wide range of tasks such as pre-checking guests into hotels and greeting guests at their arrival.
- Event Travel Reporting
Through this service, clients can get detailed reports of their event travel expenses, which are generated using state-of-the-art reporting technologies. It is also possible for clients to get the reports on weekly, monthly or yearly basis.
While the management of event travel can be a problem for the managers, handling the responsibility to a professional event travel agency is a good idea. By doing so, managers can relieve themselves from all the travel arrangements and focus on other aspects of the event management.