I wasn’t able to find specific event transportation planning tips directly from an expert named Brian Jones in authoritative sources (there are multiple professionals named Brian Jones in different fields, including transportation services businesses and unrelated industries). For more information please visit brianjonesbusandcoachhire

However, I can give you highly credible, expert-aligned best practices for event transportation planning that reflect what logistics and transportation professionals recommend across the industry. These tips are drawn from reliable planning and logistics resources, and they’ll help you organize efficient, attendee-friendly transportation whether you’re planning a conference, festival, corporate event, or private gathering.

🚐 Core Best Practices for Event Transportation Planning

1. Start Planning Early

Begin transportation planning well in advance — ideally months before the event. Early planning helps you secure preferred vendors, negotiate rates, and design efficient routes.

2. Choose the Right Transportation Providers

Select experienced providers with well-maintained vehicles and good reputations. Compare quotes, check reviews, and ensure they’ve handled events of similar size and scope.

3. Leverage Technology

Use transportation management tools and GPS tracking to monitor vehicle locations, optimize routing, and communicate in real time with drivers and attendees.

4. Communicate Clearly With Attendees

Provide attendees with detailed and accessible transportation information — routes, schedules, pick-up points, and alternatives (public transport, rideshares, etc.). Share via email, event apps, and signage.

5. Plan for Accessibility and Special Needs

Make sure transportation services include wheelchair-accessible vehicles and support for attendees with mobility or special assistance requirements.

6. Coordinate VIP and Performer Transportation

If your event includes VIPs, speakers, or performers, plan their transport separately to ensure it aligns with their schedules and expectations.

7. Manage Traffic and Parking Logistics

Anticipate peak traffic times and limited parking. Consider off-site parking with shuttle services, advance parking maps, and staff direction at busy hubs.

8. Build Contingency Plans

Traffic incidents, vehicle breakdowns, or weather disruption are common. Have backup vehicles, alternate routes, and real-time communication plans with your team and providers.

9. Perform Dry Runs

For complex transport setups (multiple shuttles or unusual routes), a rehearsal helps catch timing issues or route problems before the event day.

10. Include Guest Comfort and Experience

Small touches — Wi-Fi on shuttles, comfortable seating, climate control, friendly staff — can elevate transportation from “functional” to “welcoming.”

11. Use Data to Optimize Routes

If available, analyze past attendee movement and traffic patterns to predict demand and improve route planning. Data tools can improve resource allocation and reduce delays.

12. Leverage Sustainable Transportation Options

Encourage carpooling, shared shuttles, or eco-friendly vehicles where possible to reduce environmental impact and parking strain.

🧠 Pro Tip for Event Planners

Even if you don’t have access to a named expert like Brian Jones, the best practices used by transportation planners globally emphasize thorough communication, data-informed routing, flexibility, and strong coordination with vendors and attendees. Implementing these principles will significantly increase the likelihood of a smooth transportation experience for your event.