The guest list for corporate meetings often comes from registration forms, Excel, hotel lists, or versions compiled by several colleagues. It contains name, unit, flight, high-speed rail, hotel and notes, but this information cannot directly tell the driver "where to pick up whom at what time".
After the fleet takes over, it will try its best to use the customer's existing form and organize the transfer tasks based on the original content, so as to prevent the customer from filling in a new set of complex information in order to use the car. The key point is to match the people, time and place in the same meeting, and then make every trip have a responsible person, status, and follow-up.
An executable conference pick-up list should not only retain information about guests, flights, high-speed trains, and hotels, but also include specific tasks such as airport pick-up, airport drop-off, venue ferrying, and hotel car preparation. The fleet then combines the batches according to time, location, peer relationship, luggage and reception requirements, and implements the model, driver and license plate. When the list changes, only the affected tasks are updated. Drivers arrive in advance, and status reports are provided for receipt and delivery.
A meeting transfer list actually connects six work links
Starting from the current list of customers, first check the guests, time and location, then split it into pick-up, car preparation and ferry tasks, combine the vehicle batches, confirm the car model, driver and license plate, and finally continue to follow up on the arrival, receipt and delivery status.
The organizer is more concerned about whether all guests can arrive and leave smoothly, and the driver needs to know which trip he is responsible for, when to arrive, where to go, and who to contact. The job of the team is to put the information needed by both sides into the same set of execution logic.
Keep the customer's original information and do not require a new set of materials to be transcribed.
Match the guests, time, airport station, hotel and venue.
It is divided into airport pick-up, airport drop-off, car preparation and ferry.
Determine whether to share the same car or separate cars based on time, location, companion relationship, number of people and luggage.
Confirm the car model, driver, contact number, license plate and on-site pick-up person.
Record the arrival of vehicles, receiving guests, completing deliveries and abnormal situations.
Customers do not need to redo the form, the fleet will continue to organize from the existing list.
Some lists are complete, others identify only names and approximate arrival dates. It doesn't matter if the first version is not complete. You can start with the car framework and estimate the vehicles, and then gradually update it with flights, trains and meeting schedules.
Existing flights will be put in first, existing hotels will be put in first, and undetermined fields will be left to be updated. The fleet will first identify the existing information such as guests, time, flight number, hotel and remarks; if the content is indeed missing and will affect the dispatch of the car, it will then work with the conference team to supplement it.
Name, peer relationship, contact number or on-site contact person.
Date, flight or train number, time, airport or high-speed rail station.
Check-in at hotel, main venue, breakout venues and final destination.
Car model preference, luggage, airport pick-up card, key guests or other situations that need to be taken care of.
One guest does not necessarily correspond to only one row of cars
The participant list is centered on people, while the dispatch list is centered on each vehicle task. The same guest needs to be picked up at the airport when arriving in Chengdu, may go from the hotel to the venue during the conference, and needs to be dropped off at the airport after the conference. These are actually three different itineraries.
Pick-up and pick-up at the airport are arranged based on the actual arrival time, the airport high-speed rail station, hotel and travel companions; drop-off and drop-off at the airport are based on the flight number, distance and procedure time to back-up the departure time; hotel and venue shuttles are arranged in fixed shifts according to the conference schedule; vehicles are prepared to wait for temporary tasks at the agreed location and time period.
| Task | Plan time | Pick up location | destination | Fleet | Driver and license plate | state |
|---|---|---|---|---|---|---|
| Airport pick up A01 | Arrive by flight | Tianfu Airport | conference hotel | MPV | Confirm before execution | To be arranged |
| Pick up station B03 | Arrive by train | Chengdu East Railway Station | conference hotel | MPV or minibus | Confirm before execution | To be arranged |
| Ferry C02 | According to meeting schedule | conference hotel | Main venue | bus | Confirm before execution | To be arranged |
| Preparing car D01 | Agreed service time | Main venue | Arranged by conference affairs group | MPV | Confirm before execution | To be arranged |
Which guests can combine a car, not just how many minutes the flight is
Merging guests with close arrival times can reduce the number of vacancies and vehicles, but you cannot make the guests who arrive first wait for a long time just to get one car. The team will judge the time, location, hotel, luggage and reception method together.
First check whether it is the same pick-up point, then check the arrival time and acceptable waiting; if you go to the same hotel, it is more suitable for guests who are traveling together in the same car; finally, check the number of people, luggage, key guests and placard reception requirements.
- Tianfu Airport, Shuangliu Airport and different high-speed rail stations are arranged separately;
- Only consider sharing the same car if the arrival time is close and the waiting time is suitable;
- Different hotels need to determine whether the detour affects the guest experience;
- Just because the seats are just full doesn’t mean there’s room for luggage;
- If subsequent changes to the list mean that the same vehicle is no longer suitable, the batch will be re-split.
The meeting list will change repeatedly. The key is not to transfer the old and new arrangements at the same time.
New registrations, flight changes, hotel changes and last-minute cancellations are common. A safer approach is to keep each version of the list and focus the changes on specific tasks, rather than making one change in different chat records.
When a flight is delayed or changed, the corresponding pick-up task is updated and the original driver is checked for subsequent conflicts; when a guest is added temporarily, the task is added first and then judged whether it can be incorporated into the existing batch; when the hotel or venue changes, the destination, journey and subsequent flights are simultaneously checked; when the itinerary is cancelled, records are kept and the relevant driver is notified.
The project framework and vehicle estimates will be made first, and undetermined information will be retained.
Add, modify and cancel marks respectively, and the confirmed content will continue to be used.
Supplement the car model, driver, phone number and license plate for each mission.
Record the completion status, exception remarks and actual car usage content.
After being dispatched to the driver, the closed loop will continue for each trip.
After the vehicle and driver are confirmed, the driver receives the specific tasks he needs to perform instead of the entire list of participants. This not only reduces irrelevant information, but also allows each driver to know more about his time, location, guests and contacts.
Baifen Fleet requires drivers to arrive at the agreed location 10 minutes in advance for each trip to confirm the pick-up point, contact the on-site person in charge, inspect the vehicle and handle temporary parking changes. The airport pick-up will also maintain communication based on flight status and on-site traffic conditions.
The driver will report to the fleet when the vehicle is in place, receives guests, completes delivery and abnormal situations, and then the fleet will synchronize it with the customer. When a task that has been dispatched changes, the fleet will reconfirm the affected content to prevent the driver from continuing to perform at the old time or location.
| Execution status | Actions that need to be completed |
|---|---|
| Task confirmed | The driver checks the time, location, car model and pick-up person |
| The vehicle is in place | Arrive at the agreed area and maintain communication with on-site personnel |
| Already received guests | Verify guests and destinations, and report boarding status to the fleet |
| Delivery completed | Assist with disembarking and normal luggage, and report the completion of the trip |
The same set of information will eventually become work views needed by different people
The conference team can see which tasks have been arranged, which vehicles are in place, and which guests have been received; the dispatcher checks the previous and previous tasks, vehicle locations and temporary changes of the same driver together; the driver only sees his own time, location, guests and contacts.
After the meeting, actual completion of tasks, parking and passing, and special situations are all recorded, and follow-up verification does not rely on scattered chats. This is also the difference between the unified management of conference transport and the temporary search for vehicles separately: vehicles are only part of it, and more importantly, there is always someone to handle it from the change of the list to the on-site execution.
Task arrangements, vehicle availability and guest transfer status are all displayed in a centralized manner.
Review driver's previous and subsequent tasks, vehicle position and temporary changes.
The time, location, guests and changes are clear, don’t search in the entire list.
Records of actual tasks, stops and special situations are kept.
Some frequently asked questions
Our Excel format is quite messy, can the team sort it out directly?＋
The existing version can be sent to the team first. The form does not need to be redone according to a fixed template. The fleet will identify the existing information and supplement it together with the content that is indeed missing and will affect the dispatch of vehicles.
The flights haven’t been confirmed yet, can I make a reservation for the vehicle first?＋
Yes. First make a capacity estimate based on the meeting date, expected number of people, major hotel venues and current arrival and departure distribution. After the list is finalized, the specific batches, models and drivers will be updated.
Will guests with similar schedules arrange the same car?＋
It depends. In addition to the time, it also depends on the pick-up point, destination hotel, travel companionship, number of people, luggage and reception requirements; if the waiting is not suitable or the vehicle space is insufficient, it will be split into different batches.
After the list is updated, what will happen to the vehicles that have been dispatched?＋
The fleet will identify the affected tasks and then review the original driver's time and subsequent arrangements. Information can be updated as execution continues, reassigned when conflicts occur, and changes synchronized.
Does the hotel need to include a car in the pick-up form?＋
need. When preparing a vehicle, the service location, time period, vehicle model and on-site contact person should also be clearly stated; when the vehicle goes out to perform temporary tasks, the destination and completion status should also be recorded.
How does the organizer know whether each batch of guests has been received?＋
After the driver arrives, receives the customer and completes the delivery, he will report to the fleet, and the fleet will synchronize it with the customer; abnormal and temporarily added vehicles will also be reported back and processed in a timely manner.