Spring and early summer are peak season for conferences, incentive trips, launches and end-of-year events. For event organisers, transport is one of the hardest pieces to get right – and one of the first things guests notice when it goes wrong.
Start with the numbers
| Group size | Recommended vehicles |
|---|---|
| Up to 4 | Luxury sedan or SUV |
| 5–11 | People mover or van |
| 12–20 | Minibus |
| 20–50+ | Coach, or several minibuses for flexibility |
Build a transport run sheet
- List every movement – airport arrivals, hotel to venue, off-site dinners, departures.
- Add times and passenger numbers for each movement.
- Build in buffers – 15–20 minutes for Sydney traffic.
- Name an on-the-day contact for drivers and guests.
- Share the plan with us at least a week before.
Common mistakes to avoid
- Booking one big coach when guests arrive on different flights
- Not allowing for luggage on arrival and departure days
- Forgetting VIPs or speakers who need separate cars
- No back-up plan for late-running sessions
Why work with Redy2go?
We have decades of experience coordinating event transport logistics, and our unmarked, all-black fleet gives every movement a consistent, professional look.
Frequently asked questions
How early should we book event transport?
As early as possible – ideally once your event dates and venues are confirmed.
Can you handle airport arrivals on different flights?
Yes, we can schedule multiple smaller vehicles around flight times.
Do you offer corporate billing?
Yes – one invoice for the whole event.
Can you provide VIP cars as well as coaches?
Yes, we can mix sedans, vans, minibuses and coaches.
Related: Event Transportation · Our Unmarked Black Fleet