We know that Corporate Meeting Planners can plan an Executive Road Show for up to two years, whether it's an industry-wide conference, investment banking summit, book tour, site visit, or sales meetings there are countless items on their checklists to make sure their Executives are taken care of, that the integrity of their organization stays intact, and we also know that it's not easy to plan any aspect of an Executive Road Show. One of biggest challenges is managing the logistics of corporate travel; ground and air travel are two of the most important pieces of the Executive Road Show puzzle; transporting your Executives to twelve cities in two different countries in ten days can be a logistical nightmare.
Whether Road Show attendees are going from Beijing to Chicago, or from Paris to New York to Austin to Dallas to San Francisco these best practices will help you plan and implement the travel needs of every Executive Road Show, ensuring that Executives arrive on-time, are safe and in the right hands.
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Determine if all the Executives participating in the Road Show will be visiting the same countries, and cities, map out where each Executive is going, and their arrival times in each country or city.
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Contact each Executive individually to find out what their specific air and ground transportation needs are; getting the Executives involved eases their fears of the unknown and it will also enable you to develop the individual itineraries of each Executive.
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Select or contact your Corporate Travel Limousine Company and Travel Agent, make sure they have experienced and dedicated Road Show Coordinators, collaborating with companies that have experience with Road Shows will make your life easier.
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Once the itineraries are confirmed share them with your Corporate Travel Limousine Company Road Show Coordinator. The Coordinator will be responsible for providing seamless travel for each Executive as they travel to and from each country and city. The Coordinator will manage every need of the ground or air travel before, and during your Road Show. During the Road Show the ground transportation Coordinator will be your closet friend, they will be in constant communication with you and their chauffeurs, they will monitor any changes that might impact your itineraries: track traffic and airport delays, inform chauffeurs of any last minute changes, or fulfill special requests such as choice of newspapers or beverages.
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Confirm! Confirm! Confirm! Confirm every detail of your Road Show itineraries for each Executive, especially your ground and air travel reservations, ensure that there are no last minute changes and advise your Coordinators of any special requests.
Following these best practices will guarantee that your Executive Road Show goes off without a hitch, and if you do experience a bump in the road your Road Show Coordinator will provide the support you need!
All Star Limousines is a local New York company with an extensive global reach; we have provided expert coordination of Executive Road Shows for over 30 years. We collaborate with local police, traffic coordinators, airport officials and hospitality managers to make sure that everyone gets where they need to be in a timely and efficient manner. Wherever your journey may take you, All Star Limousines can make all the difference in the world.
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