# How do I plan shuttles for a corporate event or conference?

Source: https://bisoncharter.ca/guides/corporate-event-shuttle-planning/
Publisher: Bison Charter | Updated: 2026-10-14

## Quick answer

Decide between a continuous loop shuttle (a vehicle circulating between hotels and the venue every 15–30 minutes) and scheduled runs at fixed times. Then size the fleet from peak demand, usually the 30 minutes before the opening session. Give operators the attendee count, every pickup point, the session schedule and a site contact, and plan signage and a staging area at each stop.

## Key facts

- Size the fleet for peak demand, not the total number of attendees.
- A loop every 15–30 minutes suits multi-hotel conferences.
- Scheduled runs suit dinners, offsites and tours.
- Name an on-site contact for drivers.
- Plan a legal staging area for vehicles at the venue.

## Loop shuttle or scheduled runs?

| Option | Best for | How it's priced |
| --- | --- | --- |
| Loop shuttle | Multi-day conferences with several hotels | Hourly, for each vehicle |
| Scheduled runs | Dinners, offsites, plant tours, airport transfers | Per run or hourly block |

## Sizing the fleet

Work from **peak demand**. If 300 attendees need to arrive in the 30 minutes before the keynote and a round trip takes 20 minutes, each 56-seat coach can do about 1.5 loops in that window, or roughly 80 people. You'd need about four coaches at peak, then fewer through the day.

## What to send the operator

1. Attendee numbers per pickup point and time window.
2. Hotel and venue addresses, with loading-zone details.
3. The session schedule and any evening events.
4. An on-site contact with a mobile number.
5. Branding or signage requests (some operators can display event signage).

## On-site logistics

- Put **signs** at each pickup point with the shuttle schedule.
- Agree on a **staging area** where vehicles can wait legally.
- Have a **dispatcher or volunteer** at the main venue during peaks.

## Budgeting

Loop shuttles are billed per vehicle per hour, so the cost depends mostly on the length of the conference day and the number of vehicles at peak. Reduce vehicles in quiet hours to save money.

### Hourly charters (garage to garage, off-peak weekday, CAD)

| Vehicle | Seats | Hourly rate | Minimum | 4 hours | 6 hours | 8 hours | 10 hours |
| --- | --- | --- | --- | --- | --- | --- | --- |
| Sprinter van | 8–14 | $120/hr | 3.0 h | $400–$600 | $600–$850 | $800–$1,150 | $1,000–$1,450 |
| Mini coach | 15–30 | $145/hr | 4.0 h | $500–$700 | $750–$1,050 | $1,000–$1,400 | $1,250–$1,750 |
| School bus | 24–72 | $110/hr | 3.0 h | $350–$550 | $550–$800 | $750–$1,050 | $950–$1,300 |
| Motorcoach | 40–56 | $165/hr | 5.0 h | $700–$1,000 | $850–$1,200 | $1,100–$1,600 | $1,400–$2,000 |
| Party bus | 14–30 | $175/hr | 4.0 h | $600–$850 | $900–$1,250 | $1,200–$1,700 | $1,500–$2,100 |

### One-way routes from Winnipeg (56-seat coach vs mini coach, CAD)

| Route | Distance | Drive time | Motorcoach | Mini coach |
| --- | --- | --- | --- | --- |
| Winnipeg → Gimli | 90 km | ~1 h 10 min | $700–$1,000 | $500–$700 |
| Winnipeg → Grand Beach | 100 km | ~1 h 20 min | $700–$1,000 | $500–$700 |
| Winnipeg → Kenora | 210 km | ~2 h 05 min | $700–$1,000 | $600–$800 |
| Winnipeg → Brandon | 215 km | ~2 h 10 min | $700–$1,000 | $600–$850 |
| Winnipeg → Grand Forks | 233 km | ~2 h 45 min | $850–$1,200 | $750–$1,050 |
| Winnipeg → Wasagaming (Clear Lake) | 265 km | ~3 h | $900–$1,300 | $800–$1,150 |
| Winnipeg → Fargo | 355 km | ~3 h 40 min | $1,100–$1,550 | $950–$1,350 |
| Winnipeg → Regina | 570 km | ~5 h 45 min | $1,700–$2,400 | $1,500–$2,100 |
| Winnipeg → Thunder Bay | 700 km | ~7 h | $2,050–$2,850 | $1,800–$2,500 |
| Winnipeg → Minneapolis | 745 km | ~7 h 45 min | $2,250–$3,150 | $1,950–$2,800 |
| Winnipeg → Saskatoon | 780 km | ~8 h 30 min | $2,450–$3,450 | $2,150–$3,050 |

Peak periods (summer wedding season, winter holidays) on weekends can run up to about 32% higher. Multi-day trips add roughly $150 per night for the driver's hotel and meals.

## Frequently asked questions

### How many shuttle buses do I need for a conference?

Work from peak demand: attendees arriving in your busiest 30-minute window, divided by what each vehicle can carry in that window. Off-peak, fewer vehicles are needed.

### Can a charter bus display our company branding?

Some operators can add temporary signage in windows or on screens. Ask when you request quotes.