Moving Large Groups of People, Part One

Our Director of Group Reservations, Kim Michael, would like to share with you some tips and tricks to moving large groups of people.

Communication is Key

Always give your guests departure notices in advance. This will allow your guests to make changes as needed, but will also allow time for you to request smaller or larger vehicles based upon your needs without paying cancellation fee’s. It will also help correct any errors.

Always let your guests know in advance if identification or tickets are required for an event. Letting your guests know in advance will avoid anyone being denied access and will get everyone to the event on time. For example, the Metropolitan Club at the Willis Tower requires a State or Federal ID in order to enter.

Choose a company who will give you a designated contact should any changes, additions, or questions arise. Working with multiple people can be messy, plus it is much easier when everyone your dealing with is in the loop and knows exactly what to do and what not to do.

Searching for a Transportation Provider

Always check the company’s DOT and FMCSA records. Each transportation company is given a Department of Transportation (DOT) number, visit http://ai.fmcsa.dot.gov/ and look up the DOT# from your transportation company and see if they have or have in the past received violations for Hours of Service, Vehicle Maintenance,  Driver Fitness, and Controlled Substance and Alcohol. Never work with a company who refuses to give you their DOT#.

Low Rates Are Not Everything

Some companies may be on the expensive side, but you get what you pay for. A cheaper company is more comparable to Taxi Services. Will the driver be in a chauffeur uniform or will he be in a t-shirt and sweat pants? Will the driver be on time? How will the vehicle look? Is it clean? Any rust? Is the vehicle well maintained and inspected regularly? Are they insured?

Next week Kim will share tips on organizing your information and minimizing costs.

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Dale Schahczinski
Goal driven team leader, with industry experience spanning all aspects of operations and administration.