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Fixed departures can suit shift changes or guests arriving for one start time. A loop may suit passengers moving between sites throughout an event. Tell us how demand changes during the day, then agree a timetable that allows for travel, boarding and the return journey between collections.

Give the number of passengers likely to need transport in each busy period, not just the daily total. Explain any simultaneous arrivals or departures. The plan can then consider vehicle size, the number of journeys and whether additional vehicles should be requested for the busiest movements.

Choose clearly described meeting points with suitable vehicle access, then confirm them with the venue and transport contact. Include entrances, access instructions and any space needed for passengers to gather. Share the agreed stop names and departure information with passengers before the shuttle begins.

Tell us about suitcase numbers, bulky items, mobility equipment and any wheelchair-accessible vehicle requirements when enquiring. A shuttle serving a hotel or station may need different storage from a workplace connection. These details help assess boarding time and usable capacity before a vehicle is confirmed.

Nominate a lead contact who can confirm changes with the transport team and pass agreed updates to passengers. Explain which stops or departure times are affected and how many people need to travel. Check the revised plan before announcing extra journeys or directing passengers to a different collection point.