How To Organise Group Transport For A Big Christmas Party

It might seem too early to think about Christmas event transport in August, but popular venues and transport providers can become busy well before December arrives.

The closer you get to Christmas, the more competition there can be for suitable dates, times and vehicles. If your party is taking place on a Friday or Saturday night, demand can be particularly high.

Christmas venues can be busy, taxis can be in high demand and not everyone will want to drive. Hiring a coach or minibus can provide a simple way for everyone to travel together, particularly when your group is heading to a venue outside town.

You do not necessarily need every detail finalised before making an initial enquiry. If you know the date, approximate passenger numbers and venue, a coach hire company can start discussing your options with you.

Work out how many people are travelling

Your first practical step is to establish your likely passenger numbers. This does not have to be a completely final figure at the beginning, but having a reasonable estimate will help you decide whether you need a minibus, larger coach or potentially more than one vehicle.

Remember to think about everyone who will need transport, including guests who may not normally work from the same location or live nearby.

If people are travelling from different areas, make a note of where they are coming from. This can help when planning pick-up points and routes.

Decide where everyone will be picked up

One of the biggest advantages of organised group transport is that you do not necessarily have to make everyone travel to one central location first. Depending on the route and vehicle, it may be possible to arrange several convenient pick-up points.

For example, a company organising a Christmas party might arrange collection from its main office and another location nearby. Alternatively, a group of friends could agree on a couple of central meeting points.

Avoid creating an unnecessarily complicated route, though. Too many stops can add significantly to the journey time, particularly when traffic is busy. Give your coach hire provider a list of potential pick-up locations so they can help you work out a practical route.

Think about the return journey

The return journey is just as important as getting everyone to the party. Christmas celebrations can finish late, and you do not want to leave passengers trying to arrange individual taxis at the end of the evening.

When booking transport, establish what time the coach or minibus will collect the group after the event.  It can be helpful to build a little flexibility into the arrangements. Christmas events do not always finish exactly when planned, and guests may take time to leave the venue.

Discuss your expected departure time with the coach company and make sure everyone knows where they need to meet for the journey home.

Consider luggage and personal belongings

Although a Christmas party is unlikely to involve the same amount of luggage as a holiday, groups can still have belongings to carry.

Coats, bags and presents can quickly take up space, particularly during the colder months when everyone is wearing bulky outerwear. If your group is also staying overnight, you will obviously need to factor in suitcases and other luggage.

Tell the coach hire company what passengers are likely to bring when you make your booking. This helps them recommend a suitable vehicle rather than simply choosing one based on the number of seats.

Make the arrangements clear to everyone

Once your transport is booked, communicate the details clearly.

Let passengers know:

• Where the pick-up points are
• What time they need to arrive
• Where the coach will return them
• What time the return journey is planned
• Who they should contact if there is a problem

Consider sending the information more than once as the event approaches. A reminder a few days before the party can help prevent people forgetting where they need to be.

Make Christmas party transport one less thing to worry about

A Christmas party should be an opportunity to relax and enjoy yourself, not spend the evening checking whether everyone has managed to find a taxi home.

If you are organising a Christmas party this year, it is worth thinking about transport sooner rather than later. The earlier you start planning, the more choice you are likely to have when it comes to vehicles, routes and timings.