The Overlooked Transportation Risks in Corporate Event Planning
As corporate events continue to surge in 2025, with the United States hosting nearly 40,000 conferences and trade shows according to Statista, planners face increasing challenges in managing every detail. Despite its importance, passenger ground transportation often remains an overlooked aspect of event planning. The first and last touchpoint of an attendee’s experience, transport logistics are frequently confirmed at the last minute, if at all. This oversight can lead to missed arrivals, traffic delays, and confusion about pickup locations, disrupting the entire event.
The complexity of planning corporate events has never been greater. With nearly 70% of North American corporate events expected to be held in person by 2025, and 58% of travel managers anticipating higher corporate travel budgets, planners must now manage more people, more logistics, and tighter timelines than ever before. Traditional methods of attendee transport coordination, such as manual spreadsheets or outsourcing to agencies, are no longer sufficient to meet these demands.
Leveraging Technology for Transportation Management
To address these challenges, event planners are turning to centralized, AI-powered technology platforms. These systems, which often include a globally connected network of pre-vetted chauffeurs, enable planners to guarantee the safety, security, and reliability that guests expect. Key features include:
- Centralized management of rides
- Automated vehicle assignment
- Live tracking of rides
- Simplified billing with automated invoices integrated with expense management software
Such technology has proven effective at major industry events. For instance, at Cvent Connect 2024, a technology-forward travel management tool enabled ground logistics to be handled in less than 10 days with 100% on-time performance and zero guest complaints.
As the events industry continues to evolve, it’s crucial for planners to reassess their transportation strategies. This includes identifying coordination bottlenecks, communication gaps, and delays that impact the guest experience. By adopting the right tech-driven solutions, planners can transform passenger ground transportation from a potential source of chaos into a catalyst for seamless event execution.
About the Author
Mario Medina, CEO and Founder of drvn, is a seasoned business leader with over 20 years of executive experience. He holds U.S. Patent No. 12,073,338 B2 for a highly automated vehicle dispatch system, setting a new standard for innovation in the transportation industry.
