What to lock before the event week
A venue name is not an itinerary. These are the inputs that change the number of cars.
Swipe sideways to read every column.
| Decision | Send this |
|---|---|
| Arrival waves | Hotel or airport, headcount, and the window they must be at the venue. |
| Vehicle split | One Sprinter for a shared group, or sedans and SUVs when people start from different places. |
| During the program | Whether any car waits, or every car is released after drop-off. |
| Departure | The time the room actually empties, the hotels, and any airport flights that night. |
| On-site contact | One person who can change a wave if a session runs long. |
Business groups, not social celebrations
Corporate event transportation moves employees, clients and speakers for a scheduled program. A social occasion is a special-event booking. If the night is both, say which guests are on the company schedule and which are not.
The useful plan is a list of movements, not a single “event car.” A 40-person offsite at a downtown hotel may be four airport arrivals in the afternoon, a shuttle from one Midtown hotel, and a departure split between Newark and downtown apartments. Those are different jobs.
Arrivals, holding and the departure window
Group the people who share a starting point and a deadline. A Sprinter fits a group that leaves one hotel together, at the published $200 hourly starting rate if the van is kept on the clock, with a three-hour minimum. People landing on different flights need separate airport cars, or a clear instruction to wait for one another. Published airport examples for Manhattan are on the rates page. Do not invent one van pickup for three terminals.
If a general session ends at 5:00 but the client dinner is at 7:30 in another neighborhood, decide whether cars leave and come back or stay. Staying is hourly time. Leaving is a second wave you must schedule before the room breaks, because Midtown curb space at that hour will not absorb a last-minute fleet.
Venues and the door the car can use
Name the building and the door. Javits, a Midtown hotel, a downtown event space and an office auditorium do not share a loading pattern. If the venue gave you a transportation entrance, send it. If it did not, say so, and do not guess a side street from a prior year.
Speakers and a general audience can use different vehicles and different timing. Give principals their own itinerary, with hard times, and put staff on the wave list. One van for everyone usually means someone misses the start.
The request a coordinator can actually run
Send the event date, venue address, hotels, airports, headcount per wave, bag situation, and the name of the person who can approve a change that day. Say whether cars are released after each drop-off. Ask the quote to price each wave, not a single vague event total.
Sedans start at $120 an hour and SUVs at $150 when a car is held, each with a three-hour minimum. Eight hours plan from $960 for a sedan and $1,200 for an SUV. A one-way hotel-to-venue ride can be quoted as a transfer instead. The quote states how many vehicles are reserved, and it confirms tolls, parking and extras.
Questions before booking
Is a company holiday party a corporate event or a special event?
If you are moving employees for a company function, book it as a corporate event. A wedding or private party is a special-event booking. Say which it is so the schedule matches the timing.
Can one van cover every guest?
Only when they share a pickup, a destination and a luggage plan that fits the confirmed Sprinter layout. Different hotels or flight times need more than one vehicle.
Should cars wait through the program?
Only if someone must leave during the event or the departure is immediate and curb space is tight. Otherwise release the cars and book a departure wave. Waiting is billed as time.
How do airport arrivals fit a morning keynote?
Put each flight, terminal and the keynote time on the list. A delayed flight does not move the keynote. Plan a later wave rather than holding a room full of people for one car.
Do you staff the venue door?
No. You provide a coordinator contact on your side and the vehicle plan. Door staffing, credentials and load-in rules come from the venue, not from this booking.