When companies come to Chengdu for meetings, they usually don’t just need a car for the “airport to hotel” trip. The first batch of guests have just arrived at the hotel, and there may be guests who need to be picked up from the high-speed rail station; after the meeting starts, the hotel has to send people off to the venue, and key guests need to go to another location temporarily; at the end of the meeting, different flights and trains have to send people away in batches.
If each step is to find a car separately, the organizer will easily spend time confirming the driver, checking the license plate and asking the guest whether the car has been delivered. The value of arranging the entire meeting in a unified manner is not only that the vehicles will be neater, but that all itineraries will continue to move forward using the same table, the same docking method, and the same set of execution standards.
Baifen Fleet will first understand the conference schedule, hotel venue and approximate number of people. Even if all the guest flights have not yet been confirmed, the car framework can be set up first and then gradually updated as the list changes. There is no need for the customer to think of all the details at once.
A more worry-free approach is to put pick-up at the airport, car preparation at the hotel or venue, transportation between venues and drop-off at the airport in the same conference item. The fleet first helps customers sort out arrival and departure information, and then assembles vehicles according to time, location, number of people, luggage and reception requirements; during execution, the driver arrives in advance and reports promptly on receiving guests and completing delivery. Any changes in the itinerary will be coordinated by the same docking person.
Think of the conference transport as a complete journey first
From the arrival of the first guest in Chengdu to the departure of the last guest, common conference transport are roughly divided into four sections. The vehicle tasks in each section are different, but they must be coordinated together so that the front and rear can be connected smoothly.
Conference vehicles usually include airport pick-up when arriving in Chengdu, centralized transfer or circular ferry between the hotel and the venue, motor vehicle backup during the conference, and batched airport drop-off after the conference. The fleet will first understand the meeting date, hotel, venue and number of people, then sort out transfer tasks, arrange vehicle drivers, and follow up on site one by one.
Pick up at Tianfu Airport, Shuangliu Airport and high-speed rail station, and arrange vehicles based on arrival time, travel companions, luggage and hotel stay.
According to the check-in, opening, sub-venue and dinner times, arrange centralized transfer or circular ferry from the hotel to the venue.
The vehicles are waiting at the hotel or venue as agreed, and can be used for temporary outings, other venues, restaurants and urban areas.
Based on the flight, train number and distance, the departure time is reversed and sent to the airport and high-speed rail station in batches to complete the final trip.
Pre-meeting communication doesn’t have to be complicated, just talk about four things clearly first
Customers usually already have meeting notices, hotel information and a list of attendees. The fleet will continue to sort out these existing materials and will not ask customers to create a new set of cumbersome materials.
If the information in the first version is incomplete, you can also make plans first. The vehicles used for conferences will continue to change with registration, flights and schedules. First, sort out the known content so that the fleet can make capacity estimates; then gradually lock in the models, vehicles and specific drivers as the conference approaches.
The date of the conference, the main hotel, the main venue and other venues that may be involved determine where the vehicles will be positioned each day.
Existing flights, trains, and hotels will be sorted out first, and unconfirmed information will be added later.
Different arrangements will be made for traveling groups, key guests, guests with more luggage or who require more care.
According to the schedule, determine whether to arrange fixed flights, circular shuttles, or keep a motorized vehicle at the hotel or venue.
Airport pick-up: Turn your guest list into a truly executable pick-up list
The organizer's list records "who will attend the meeting", while the team is more concerned about "how each car runs." The same guest may have three tasks: airport pick-up, temporary car use during the conference, and airport drop-off, so each car trip will be arranged and followed up separately.
If the arrival time is close, the pick-up point is the same, the destination is the same hotel, and the waiting time of the guests is suitable, you can consider merging one batch. If the hotel is different, there is a lot of luggage, separate reception is required, or the flight difference is too long, it is usually more comfortable to split the arrangement.
In the event of flight delays or temporary changes, the fleet will review the tasks behind the original vehicle. If the time is still suitable, update the driver's transfer time; if a conflict has occurred, coordinate other vehicles and synchronize the latest arrangements to the conference contact.
| The team will check together | How to use it on site | experience |
|---|---|---|
| Arrival date, flight or train number, airport or station | Confirm the correct pick-up point and time, and pay attention to flight status and temporary changes | The driver goes to the right place, and there is someone to connect the guests after they land or exit the station. |
| Number of people, companionship, luggage and destination hotel | Determine whether they are suitable for traveling in the same car and leave appropriate space for people and luggage | Guests traveling together should try to go together as much as possible and do not wait for a long time just to get a ride. |
| Key guests, pick-up cards and on-site contacts | Mark the reception method separately, and clearly state the identification and contact methods in advance. | Important receptions are more relaxed, and there is no need to search for information temporarily on site |
| Vehicle, driver, license plate and mission number | Implement each trip one by one when execution is approaching, and synchronize the latest information to relevant personnel. | The organizer knows who is in charge and the driver only performs his or her duties |
Vehicles are not arranged in one type, but are combined according to different tasks.
Meeting headcount is only a starting point for judging a vehicle. When making actual arrangements, it also depends on whether the arrivals are concentrated, the identity of the guests, the amount of luggage, the parking conditions of the hotel venue, and whether there is a temporary car during the meeting.
For example, if a group of teams arrive together in the morning, and several guests arrive separately, the bus can be used to transport the team, and the MPVs can handle scattered and key receptions respectively. This not only takes care of efficiency, but also prevents a small number of guests from staying at the airport waiting for the bus.
Suitable for missions with a small number of people, arriving alone or with a more flexible schedule. The driver waits in advance and assists in opening and closing the car doors and loading and unloading ordinary luggage when getting on and off the bus.
Suitable for business guests, group companions and key receptions. When making arrangements, both ride comfort and luggage space will be taken into consideration, not just the number of seats.
It is suitable for medium-sized teams, transfer from branch venues or batches that are not large enough for one bus, taking into account collective actions and efficiency of getting on and off the bus.
Suitable for centralized arrival, hotel to venue and group return trip. When the number of people is dispersed, buses can serve as the main batch, and MPVs and backup vehicles can be used to supplement the number.
What exactly do you do when you prepare a car at a hotel or venue?
Car backup is not about leaving a car there "idling", but rather reserving mobility for use that cannot be fully foreseen during the meeting. If guests temporarily go to other venues, run errands in the city, leave the meeting early to catch a flight, or need to make up a temporary bus at the scene, all these can be coordinated by the team first.
The service location, time period, vehicle model and on-site contact person will be agreed upon before preparing the vehicle. The driver is familiar with the hotel or venue's suitable locations for transfer, keeps the vehicle tidy and pays attention to the latest arrangements. When the vehicle departs for other venues, restaurants, stations or urban locations, the fleet also records destination and completion status.
Some meetings are suitable for all-day parking, while others only require additional vehicles during peak check-in, dinner, or return times. The fleet will make judgments based on the meeting schedule and peripheral shunting time, so that the mobile transportation capacity can be truly used when temporary needs are likely to arise.
On-site execution: Customers do not need to chase drivers one by one to ask questions
There are many vehicles and drivers in a conference. If the information is scattered in phone calls and chat records, it will be difficult for the organizer to quickly determine which batch of guests has been received. The focus of unified execution is to ensure that each train has a clear status, which will be summarized by the fleet and synchronized to the customer.
For every trip, the driver will arrive at the agreed location 10 minutes early as required. This time is used to confirm the pick-up point, contact the on-site person in charge, inspect the vehicle and handle temporary parking changes, so that guests can get on the bus smoothly after arrival.
| Execution status | What will drivers and teams do? | What can customers grasp? |
|---|---|---|
| The vehicle has departed | The driver confirms the latest assignment and goes to the designated pick-up location | The task has started execution |
| The vehicle is in place | The driver arrives at the agreed area and maintains communication with the on-site contact person | The vehicle location and pick-up status are clear |
| Already received guests | Verify guests and destinations and report to fleet | This batch of guests has successfully boarded the bus |
| Delivery completed | Assist guests to get off the bus, pick up and place ordinary luggage, and report the end of the trip | This mission has been closed |
The driver is waiting in advance to help open and close the car doors and carry ordinary luggage, so that guests who have just arrived in Chengdu can save time.
The airport, station, hotel and venue will all agree on the gathering method in advance and confirm the suitable transfer locations.
The vehicle is in place, guests are received, delivery is completed and abnormal situations are synchronized in a timely manner, so the organizer does not need to ask everywhere.
Changes, cancellations or new car usage will be updated to the corresponding tasks to avoid the simultaneous transfer of old arrangements and new arrangements.
Drop-off at the airport or station is not simply a matter of turning the pick-up form upside down.
When returning, it is necessary to combine the flight or train number, the airport and station, and the distance from the hotel to the departure point to work out the appropriate pick-up time. Tianfu Airport, Shuangliu Airport and different high-speed rail stations cannot be mixed together. Guests going to different terminals, with a lot of luggage, or who need to be received separately will also be confirmed separately.
If a guest returns temporarily early, the fleet will first check the location of the spare and existing vehicles before coordinating a suitable driver. During the adjustment, the driver's subsequent tasks will also be checked together to avoid solving the current trip and affecting the next batch of guests.
- When the meeting is about to end, review the flight, train number, departure point, and destination airport or station;
- Consider the distance from the hotel to the airport or station, possible traffic changes, and check-in time;
- Guests with similar time and destination can travel on the same bus, while special flights, key guests and groups with large luggage are handled separately;
- When the driver delivers the report to the correct terminal or entry area, the meeting car is truly closed-loop.
How to confirm the cost of using a car for the entire conference?
The cost of a conference transport will be affected by the number of conference days, car type and quantity, number of transfer trips, car preparation time, airport or station distribution, cross-city travel, and actual conditions such as parking and passing. When the early information is still changing, you can make vehicle and cost estimates first; after the transfer schedule and schedule are gradually stabilized, the implementation plan and cost boundaries can be confirmed clearly.
For the same number of people, the vehicle combination required may be much different between arriving in one batch and dispersed throughout the day. By planning airport pick-up, vehicle preparation, ferry and airport drop-off together, customers can see not only a list of prices, but also a clear idea of what time periods the vehicle is ready for and what tasks it is responsible for.
Conference vehicles are arranged in a unified manner, and what customers really save is coordination energy.
Airport pick-up, hotel car preparation, venue car use, and airport drop-off are essentially different tasks that occur continuously in the same meeting. Put them in a set of plans, and it will be clearer who is responsible for which trip, when the vehicle will arrive, and whether the guests have been delivered.
Baifen Fleet can start from the customer's existing list and schedule, assist in organizing transfer lists, arrange car models and batches, confirm driver vehicles, and continue to follow up on changes during the implementation process. The driver arrives in advance, guests are taken care of when getting on and off the bus, and the organizer can see the progress in a timely manner.
Some frequently asked questions
All guest flights have not been confirmed yet, can they be arranged first?＋
Yes. First make a car usage framework and capacity estimate based on the meeting date, expected number of people, major hotel venues and existing arrival and departure information. The subsequent list will be gradually determined, and the specific batches, models and drivers will be updated.
Can Tianfu Airport, Shuangliu Airport and high-speed rail stations be coordinated together?＋
It can be unified and managed in a set of conference transport plans, but different pick-up points will be split into their own vehicle tasks. The time, pick-up location, destination hotel, driver and on-site contact person of each train will be confirmed separately.
Can the hotel prepare a car to go to other places temporarily?＋
Travel to other venues, restaurants, stations or urban locations can be arranged by the conference contact within the pre-agreed service scope and time period. The fleet will record the vehicle's whereabouts and coordinate subsequent tasks with the driver.
What should I do if my flight is delayed or my guest’s flight is temporarily changed?＋
The fleet will review the original vehicle arrangements based on the new arrival or return time. The original driver will update the task as time permits; coordinate other vehicles when conflicts arise, and synchronize the new arrangements to relevant personnel.
How early does the driver usually arrive?＋
Baifen Fleet requires drivers to arrive at the agreed location 10 minutes in advance for each trip to confirm the pick-up point, contact on-site personnel and handle last minute changes. The airport pick-up will also maintain communication based on flight status and on-site traffic conditions.
How does the organizer know whether the guests have been received and delivered?＋
The driver will report the key status of the vehicle in place, receiving guests and completing delivery, and the fleet will synchronize it to the customer. If the customer cannot be contacted, the location changes, or a car is temporarily added, feedback will be provided in a timely manner.