Convention Bureau

Mass transportation for large groups or conferences can be difficult in any city such as Chicago. Although the layout of the city is fairly easy to understand, traffic patterns and construction changes are just some of the obstacles that Chicago event planners face when booking transportation for their groups. Here are some things to consider before contracting transportation with a vendor in Chicago:

• Vendor Selection. Be sure that the vendor that you are using is not sub-contracting buses without your approval. Some smaller bus companies outsource to larger fleets of buses to handle the capacity of your group. You want to be sure you are guaranteed the size of each bus, and that every driver has the specific directions you gave the company you contracted with.

 •Traffic & Construction. Traffic and  construction in Chicago usually depends on the activities and maintenance going on around the city. Be sure to research the dates of your shuttle or transport so that you can work around the busy areas of the city. You can usually find this information on the city website.

If you have the luxury of time to do so, another good tip is to drive the route the day before your Chicago transportation is scheduled. This way, you can be sure no construction sites were overlooked.

•Drivers. After working with many different transportation vendors in Chicago, I have come across many different types of vehicle operators: the chatty driver, the texter, the grumpy driver, etc. If you are familiar with the company, be sure to take note of the drivers that you had.

Follow up and give both positive comments and constructive feedback to the vendor on their performance. This can help the transportation vendor select drivers that fit your needs for future programs.

• Drop-Off and Pick-Up Locations. Be sure to contact or visit all the pick-up and drop-off locations on your route. Lots of hotels or large venues have more than one entrance, depending on the size of the vehicle you are using. If you get the entrance information ahead of time, you may discover a more efficient way to arrive at that location.

• Destination Management Companies and CVBs. If you are not familiar with the city, traffic patterns and transportation vendors, it is often helpful to contact a destination management company or the convention and visitor's bureau. These groups can help choose the company that can accommodate your group's needs.

And of course, be sure to check out tools such as the Cvent Supplier Network, which can provide a wealth of options in your search for transportation and other services. You can narrow down your searches by city, services, provider type, etc. It has over 40 transportation providers in the Chicago area.