Most conference transport requests arrive as one sentence: "We have a conference on such a date, 200 delegates, we need a price." Most go back with a question instead of a price — because a conference is not a trip, it is a timetable, and a timetable needs data.
This is for the organiser or logistics lead who wants to request transport correctly the first time.
Why a conference is priced per vehicle, not per trip
Ask for "the price of a transfer from the hotel to the venue" and you get the price of a trip. But your conference needs the same trip in the morning, the reverse in the afternoon, for three days, from more than one hotel, plus airport arrivals on different flights and departures in waves.
That is why a serious operator prices a conference per vehicle per day: a vehicle with its driver dedicated to your conference from morning to evening, moving on your schedule. It gives you two things trip pricing never does: the same driver every day, and the freedom to change timings mid-conference without a re-quote.
The five things to prepare before requesting a price
1. The programme with session times
First day to last, with start and end times. This decides when vehicles must be outside the hotels and when they return. A programme with a 9am session and a 2pm session needs a completely different schedule from one that runs continuously.
2. The hotel list and how many delegates stay in each
A hotel with 80 delegates needs two coaches. One with 14 needs a HiAce. Three hotels near each other can be served by one vehicle calling at all three. Without this list there is no way to know how many vehicles you need.
3. Flight numbers — or at least the times
Arrivals do not happen once. Delegates land on different flights across the day, sometimes the day before. Pickups are split into waves by time, and the flight number lets us set each wave's pickup by the flight's scheduled time. Arriving and departing delegates carry suitcases, so size each airport wave by bags as well as people: in a HiAce the bags ride inside, so with suitcases it takes fewer people than its seats; the Coaster carries them on a roof rack under a net; and if they should be locked away, the 28–33 seat midibus is the smallest size with an enclosed hold.
4. Total numbers and special needs
The total decides the fleet. Special needs decide its type: a wheelchair needs a particular vehicle, and VIPs usually move in a separate vehicle.
5. One point of contact
At a conference there are ten people who might request a change. If each one calls a driver directly, the schedule is lost by day one. One person on your side sends every change, and we receive it and pass it to the drivers.
What should come back to you
Send those five things and you should receive a written operating schedule — not just a number. The schedule states:
- The number of vehicles and the size of each
- Departure times from each hotel for each session
- Arrival waves at the airport and departure waves on the last day
- The driver responsible for each vehicle
- A contingency plan: if a vehicle fails, who moves and from where
If you get a price without a schedule, ask for the schedule before you agree.
Mistakes that repeat
One large vehicle for everyone. A 50-seat coach calling at four hotels in the morning reaches the last hotel an hour late. Different sizes exist so each movement gets its own.
Forgetting departure day. Arrivals get planned and departures get forgotten. Delegates leave on different flights too, and airport drops have to be split into waves exactly like the arrivals.
No WhatsApp group. A change said on a phone call reaches one driver and not the next. A group with the organiser, our team and every driver makes any change reach everyone in the same second.
A regional delegation coming to the conference?
If some of your delegates come from one governorate — Dakahlia or Sharqia, say — the simplest and cheapest thing is to collect them from their own town in one coach that delivers them to the hotel and returns them after the conference with the same driver. For the organiser it means the whole delegation arrives together and on time; for the delegates it means no transport to arrange.
Have a conference programme ready? Send it to us on WhatsApp with the hotel list and the numbers, and you will have the operating schedule within the day. Service details on the conference transport page, and for Mansoura and Dakahlia on the Mansoura conference transport page.
Need a coach for your trip?
We rent the whole vehicle with its driver — not tickets or single seats. The smallest we run seats 14.