This checklist applies to expos, summits, large-scale ceremonies, etc., defining task divisions and collaboration protocols for each vehicle type across pre-event, on-site, and post-event phases to standardize transportation management.
Daily Commuting & Logistics
◆ Transport staff and general attendees per schedule, ensuring punctual arrivals.
◆ Handle event materials (e.g., exhibits, equipment) with shock-proof packaging and secure fastening.
Route Planning & Dynamic Coordination
◆ Pre-plan routes considering traffic controls, avoid congestion, and update drivers via walkie-talkies.
◆ Maintain standby vehicles for urgent requests (e.g., additional staff deployment).
Vehicle Maintenance & Emergencies
◆ Inspect fuel/charge levels, tires, and brakes pre-departure; log vehicle status daily.
◆ Activate replacement protocols for breakdowns; arrange towing and assist stranded passengers.
Exclusive Service & Privacy Protection
◆ Assign professional drivers for door-to-door service, luggage handling, and in-car refreshments.
◆ Use tinted windows, restrict unauthorized access, and keep itineraries confidential.
Flexible Scheduling & Priority Access
◆ Adjust pick-up/drop-off times dynamically per VIP schedules; reserve backup routes.
◆ Coordinate with security to activate VIP lanes for venue access priority.
Luxury Fleet Standards
◆ Deep-clean interiors daily; inspect amenities (Wi-Fi, charging ports, AC).
◆ Offer multilingual drivers or translation devices for international guests.
Group Transport & Timeliness
◆ Verify passenger identities (e.g., staff, media, exhibitors) against lists to prevent errors.
◆ Adhere strictly to departure times; report delays >5 mins and notify reception teams.
Safety & Crowd Control
◆ Manage queues during boarding, prioritize seating for vulnerable groups, check seatbelts.
◆ Prohibit hazardous items; conduct random luggage checks with documentation.
Communication & Coordination
◆ Share real-time traffic updates (e.g., road closures, pickup point changes) with command center.
◆ Support medical teams in emergency patient transfers; reserve emergency exit routes.
Core Competencies
◆ Driving licenses and certifications (e.g., A1/A2 license, passenger transport permit)
◆ Experience in urban traffic management
◆ Basic foreign language skills (for international events)
◆ Emergency rescue and first aid knowledge
Notes
◆ Pre-event: Secure venue parking permits and submit driver details to security.
◆ VIP Vehicles: Stock charging gear, bottled water, and sanitizers.
◆ Shuttle Buses: Assign an onboard attendant for passenger counts and coordination.
◆ Sustainability: Ensure ≥30% of fleets are eco-friendly (if mandated).
Note: For large events, implement GPS fleet tracking systems for real-time location and status monitoring.