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    -Brief Business Travel Insights

    13 Jun 2025
    Article

    Driven Worldwide welcomes Chris Woodburn as Head of Conferences & Events

    Driven Worldwide is pleased to announce the appointment of Chris Woodburn as Head of Conferences and Events, a key strategic move as the company expands its offering in the global MICE (Meetings, Incentives, Conferences and Exhibitions) sector.

    Chris brings over 20 years of international experience in delivering high-profile events for Fortune 500 companies, private equity firms, and high-net-worth individuals. His career includes senior leadership roles at renowned brands such as NearSt, Portico and Good Life Sorted, with operational oversight across EMEA, North America, and APAC.

    With a proven track record of managing complex, multi-location programmes and integrating VIP ground logistics, Chris is uniquely placed to strengthen Driven Worldwide’s event logistics capabilities and support its growing portfolio of premium clients.

    Mike Bell, CEO of Driven Worldwide, commented:

    “We’re delighted to welcome Chris back to the business. His creative approach and operational excellence align perfectly with our vision for the next phase of growth. He’ll play a pivotal role in elevating our MICE proposition and delivering innovative, service-driven experiences across global markets.”

    Chris added:

    “I’m passionate about creating precise, personalised experiences that make an impact. I’m excited to be joining Driven Worldwide at such a dynamic time and look forward to helping set a new benchmark in event logistics and client service.”

    Chris’s appointment reflects Driven Worldwide’s ongoing commitment to expanding its global footprint, deepening client relationships, and delivering world-class experiences that combine event precision with premium ground transport solutions.

    Find out more about our meetings, conferences & events

    -Brief Business Travel Insights

    07 May 2025
    Article

    Executive Transport for Events: A Guide for Managers and EAs

    When you’re planning an event, whether a private board meeting or a multi-day international conference, executive transport is one of the critical features that can quietly elevate the entire experience, or, if mishandled, create stress for both organisers and attendees. For executive assistants, event managers, and operations leads, getting people from A to B isn’t just about logistics. It’s about reputation, reliability, and delivering a premium delegate experience.

    In this guide, we’ll walk you through the key things to consider when planning executive transport for corporate events, share best practices based on real client events, and explain how professional chauffeur services and experienced project management can make all the difference.

    Why Executive Transport for Events Matters: What planners need to know

    Executive transport isn’t just about getting people to the venue. It’s about setting the tone for the event. A seamless, comfortable, and well-timed journey signals professionalism, care, and attention to detail. Whether your attendees are flying in from around the world or simply heading home after a gala dinner, a high-standard transport service:

    • Removes stress from delegates and organisers
    • Enhances brand and client perception
    • Keeps the event running on time
    • Allows flexibility in the face of last-minute changes

    But achieving this consistently requires careful planning and the right partners.  Here are the key things to consider.

    1. Understand the Scale and Scope of Your Event

    Before you book a single vehicle, you need a clear picture of your event’s structure:

    • Is it a one-off seminar or a multi-day conference?
    • How many attendees will you have—and where are they coming from?
    • Are there any special elements like VIP dinners, venue transfers, or offsite entertainment?

    Here’s how executive transport needs can vary depending on event size and complexity:

    🟢 VIP Executive Transport for Smaller Events: Seamless and Discreet

    For seminars, board meetings, or VIP dinners, transport often involves airport transfers and end-of-day drop-offs. You may only need 10–20 vehicles, but attention to timing and professionalism is just as important as for a large-scale event.

    VIP Chauffeurs for Seminars

    Seminars or meetings typically involve 5–10 participating companies, with around 20 attendees over 2–3 days. Delegates arrive on staggered schedules and stay in nearby hotels. Transport includes scheduled airport pick-ups and group transfers at event close.

    Key considerations:

    • Flexibility for last-minute pick-up requests
    • Simple project management that ensures attendees are met and transported without friction

    Chauffeurs for VIP Dinner

    For post-event dinners, ten cars may be booked to collect guests simultaneously from a central location and take them to homes or hotels. This kind of transport is short, high-touch, and relies on precision.

    🟡 Executive Transport for Large Events: More Moving Parts, More Coordination.

    Once you reach 70–100 participants, the transport plan becomes a core part of the event’s infrastructure. Here, you’re looking at mixed transfer types: executive coaches, minibuses, and individual cars.

    Chauffeured Transport for a Single-Day Conference

    A full-day event with a mix of meetings and plenary sessions may also include an evening dinner at a separate venue. Guests typically arrive the evening before and leave after dinner or the next morning.

    Transport considerations:

    • 16-seater minibuses or luxury coaches for group movement
    • Mixed transfer planning for airport, hotel, and venue access
    • Onsite dispatchers or lead drivers coordinating movements in real time

    Project management tip: A single onsite point of contact or lead driver can provide live updates on vehicle ETAs, ensuring the agenda stays on track.

    🔴 Multi-Day and Complex Events: Full-Service Coordination Required

    As the complexity increases—with multiple venues, group dinners, festival visits, and hundreds of guests—the need for detailed transport project management becomes mission-critical.

    Client Example: Investment Bank – four-day event coinciding with Oktoberfest

    This event included over 500 individual transport services. Delegates were spread across hotels, and activities included Oktoberfest visits and private dinners. Timing was key, especially during the daily 6pm rush when the conference broke for evening sessions.

    Transport scope:

    • Shuttles to festival grounds and restaurants
    • Hotel-to-venue loops and station meet-and-greet services
    • Airport transfers over several days

    Project team included:

    • Five onsite project managers covering hotel front of house, airport, vehicle dispatch, and rail station logistics
    • Daily pricing and invoicing
    • Live tracking and change management via PalmTree™ software

    2. Build in Flexibility

    Even the best-planned event will change. Flights get delayed, meetings overrun, and VIPs make last-minute requests. That’s why your executive transport solution must include:

    • Flexible scheduling and vehicle availability
    • Last-minute booking capabilities
    • Real-time updates on vehicle location and ETA
    • A communication system for both delegates and organisers

    It’s not enough to have the right number of vehicles—you need the infrastructure to adapt in real time. This is where experienced chauffeur companies and dedicated transport project managers add real value.

    3. Choose the Right Vehicles for the Job

    The right mix of vehicles ensures both comfort and efficiency. Options typically include:

    • Executive cars for VIPs or one-on-one transfers
    • Minibuses for group movement between hotels and venues
    • Luxury coaches for larger delegations
    • Shuttles on loops between fixed points (e.g., stations and venues)

    Work with your transport provider to allocate vehicles based on delegate type, distance, and occasion.

    4. Don’t Forget the Delegate Experience

    Executive Transport is often the first and last touchpoint of an event. It’s your chance to leave a lasting impression. Consider the small details:

    • Are your drivers briefed on delegate names and titles?
    • Do the cars reflect your brand standard?
    • Is there someone onsite to guide delegates and avoid confusion?

    In high-pressure, high-status events, it’s often the subtle touches—greetings at the airport, calm management of the unexpected, or helping a nervous speaker arrive in time—that delegates remember.

    5. Align with Your Event Team Early

    Successful transport planning starts early. If you’re working with a chauffeur service or executive transport partner, involve them as soon as the agenda is shaping up. Share:

    • Flight and accommodation schedules
    • Meeting times and dinner reservations
    • Known VIP or speaker requirements

    A good provider should be planning to conduct onsite recces, design custom routes, and prepare for bottlenecks like one-way streets or high-traffic exits.

    6. Use Technology to Stay in Control

    Modern executive transport is powered by software. Systems like Driven Worldwide’s PalmTree™ allows for:

    • Real-time tracking of vehicles
    • Live update logs for schedule changes
    • Accurate and daily pricing breakdowns
    • Centralised communications between event planners, transport teams, and drivers

    Technology adds the oversight needed when you’re managing 200+ transfers across three days—and it ensures no delegate is left behind.

    ✅ Final Thoughts: Choose a Transport Partner, Not Just a Provider

    Executive transport for events is about more than cars and drivers. It’s about partnership, trust, and the ability to handle complexity with calm competence. For event managers and EAs under pressure to deliver smooth, impressive experiences, choosing a transport company that understands the nuances of your event—from boardroom to beer festival—can be the difference between chaos and calm.

    We’ve supported everything from private dinners to 600-service summits. Our team becomes part of your team—anticipating needs, solving problems, and ensuring every delegate arrives in comfort and on time.

    Need help with your next event?
    Talk to us about how we can support your event with executive transport that works behind the scenes to keep everything on track.

    Find out more about Driven Worldwide Meetings and Events Services

    -Brief Business Travel Insights

    08 Jan 2025
    Article

    Tips for successful event transport planning

    Optimising Event Transport Planning for Seamless Events

    Meticulous travel planning is essential to ensure high-profile participants arrive at a conference on time, relaxed, and ready to engage. If you have been tasked with organising transportation for a conference, partnering with an expert can make all the difference in ensuring things run smoothly.

    Why Use a Managed Chauffeur Service for Event Transport?

    Conferences & events are high-pressure events that demand impeccable coordination. With tight schedules and a need for efficiency, reliable and punctual transportation is critical to ensuring that all participants arrive on time.

    Working with a managed chauffeur service provides peace of mind that event transport is in expert hands, delivering:

    • Punctuality – Ensuring all attendees arrive on time, avoiding disruptions and delays.
    • Professionalism – Experienced and highly trained chauffeurs who represent your organisation with the utmost professionalism.
    • Comfort and Convenience – Premium vehicles offering a relaxing environment, allowing attendees to prepare en route.
    • Bespoke Solutions – Tailored services that adapt to last-minute schedule changes with ease.

    Tips for Successful Event Transport Planning

    Planning transport for an event requires strategic planning, attention to detail, and the ability to accommodate high-profile attendees. At Driven Worldwide, we bring 25 years of expertise to ensure flawless execution. Here are our recommendations and tips for successful event transport planning:

    1. Plan for Contingencies

    Relying on everything going perfectly is a risk. Be prepared for the unexpected, including flight delays, traffic congestion, or adverse weather conditions. A robust contingency plan will help keep the event on track regardless of any disruptions.

    2. Conduct a Site Recce

    Before the event, visit the conference venues, local hotels, and transport hubs to identify potential challenges such as traffic bottlenecks or road closures. A thorough site recce ensures smooth travel routes and efficient time management.

    3. Consider Attendees’ Needs

    Understanding the specific requirements of attendees is crucial. Whether delegates require special accessibility arrangements, executive transport, or group travel coordination, ensuring personalised service enhances their experience.

    4. Leverage Technology

    Utilising intelligent tools can optimise travel planning. Our PalmTree™ Platform offers live tracking and route optimisation, ensuring real-time updates and seamless coordination throughout the event.

    5. Provide a Personal Touch

    VIP delegates appreciate clear communication. Send personalised text messages with chauffeur details and arrange for on-site teams to greet passengers and handle last-minute requests. A thoughtful approach ensures a premium experience.

    How Driven Worldwide Enhances Transport Planning for events

    When transport planning for events or conferences, collaborating with a specialist chauffeur company ensures a flawless experience. At Driven Worldwide, we act as an extension of your team, listening to your requirements and drawing on our long experience to create tailored solutions.

    Our Key Services:

    • Pre-Event Planning – We conduct on-site recces to develop contingency plans and optimise itineraries.
    • On-Site Coordination – A dedicated transport manager oversees logistics in real time, ensuring seamless execution.
    • Global Coverage – Whether your event is in London, New York, or Hong Kong, we provide a consistently high-quality service worldwide.
    • Business-Class Vehicles – From luxury minibuses for group travel to executive cars for VIPs, all our vehicles are maintained to the highest standard and our Chauffeurs are professionals
    • Advanced Technology – Our PalmTree™ Platform offers pre-event risk assessments, live journey tracking, and full visibility and control over every transfer.

    For expert support with event transport planning, contact our team today to learn more about our managed chauffeur services and how we can assist in making your event a success.

     

    -Brief Business Travel Insights

    21 Feb 2024
    Article

    Why book chauffeurs for your corporate event

    Transport can be one of the largest logistic headaches when planning a corporate event. It’s also the key to the event’s success. Every corporate event is a showcase of what your company represents. This is how your staff, delegates and clients are going to perceive your business.

    Start Planning Your Transport Needs Early

    When planning a big event, many businesses leave the organising of their transport to the last minute. But it should be one of the first things you co-ordinate. The experience for every person coming to your event needs to be seamless. From airport arrival to luggage management and security passes, you should leave nothing to chance.

    Getting the Right Vehicle

    Each person coming to your event will have different needs. People with be arriving in groups or coming as individuals. Some will need more space if they have extra luggage or equipment for the event. You need to ensure the company you employ has the right executive cars and mini buses in their fleet.

    Dedicated Planning

    Imagine how relaxed you would be if you had a dedicated project management team organising the transport for your entire event. Carefully laid plans can suddenly fall apart thanks to late flights, adverse weather conditions or traffic jams. These are things you can’t control and probably won’t have the time to deal with. A project management team, with 24/7 with real time monitoring of all your VIPs and delegates, will stay on top of the details and promptly sort out any problems that may occur.

    The right partner will keep you in control, informed and save you time and money.

    Book a Chauffeur for Your Conference or Event with Driven Worldwide

    If you want to take the headache out of transportation, contact Driven Worldwide. We’re experts in transport for corporate events.