that you require, or the sizes you require, you’re really out of luck.” What to do: • Know your market. Hipson advises “having a good understanding of everyone in your market, no matter their size,” including smaller operators you can tap. • Book ahead. Hipson stresses, “As soon as you have your date confirmed, reach out to your shuttle providers to book.” • Choose adjacent sites to reduce need. “The convention centre in Halifax, for example, is connected to a beautiful new Sutton Place Hotel,” says Hipson, “so encouraging guests and arranging group blocks to stay immediately at the venue can certainly assist in eliminating the need for transportation.” 2. RISING COSTS From plunging ridership and loss of income to supply chain issues, the pandemic has wreaked havoc on Canada’s ground transport operators. Couple that with inflation, and you’ve got a recipe for higher fees. What to do: • Inquire about extras. The way transportation companies structure pricing can vary, says Chambers. While Limobook raised its overall rates, other companies may attach add-ons for services (such as airport arrivals) and fuel surcharges. To avoid surprises, Chambers advises upfront discussion. • Leave wiggle room. “A lot of service providers will leave a variable, so they will set their fuel percentage or mileage percentage within the month of the event,” says Hipson. “While we might lock into a contract with one expectation, if fuel costs rise, and rightfully so for the company, they have the ability to increase their mileage on their end, so we leave a bit of variable costs in our budget.” take time both to understand your attendees’ needs and to discuss solutions with transport providers ON THE ROAD 3. STRONGER MANDATES AROUND SUSTAINABILITY AND INCLUSION More clients desire transportation solutions that incorporate sustainability and inclusion initiatives. According to American Express Global Business Travel 2023 Global Meetings and Events Forecast, “The industry is getting serious about sustainability and diversity, equity and inclusion (DE&I) in 2023.” What to do: • Research what’s available. With sustainability for example, some providers, like Limobook, have invested in electric vehicles and low-sulfur diesel models for their fleet. • Communicate clearly. With accessibility features, masking and COVID protocols and other safety concerns, take time both to understand your attendees’ needs and to discuss solutions with transport providers. Hipson says, “For event organizers wanting to take extra special care of their attendees, it could be something worth asking the company in advance.” Create & INSPIRE Create & INSPIRE 44 | Ignitemag.ca | Summer 2023
