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
- Attendee numbers per pickup point and time window.
- Hotel and venue addresses, with loading-zone details.
- The session schedule and any evening events.
- An on-site contact with a mobile number.
- 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.
| Vehicle | Seats | Rate | 4 hours | 6 hours | 8 hours | 10 hours |
|---|---|---|---|---|---|---|
| Sprinter van | 8–14 | $120/hr3 h min | $400–$600 | $600–$850 | $800–$1,150 | $1,000–$1,450 |
| Mini coach | 15–30 | $145/hr4 h min | $500–$700 | $750–$1,050 | $1,000–$1,400 | $1,250–$1,750 |
| School bus | 24–72 | $110/hr3 h min | $350–$550 | $550–$800 | $750–$1,050 | $950–$1,300 |
| Motorcoach | 40–56 | $165/hr5 h min | $700–$1,000 | $850–$1,200 | $1,100–$1,600 | $1,400–$2,000 |
| Party bus | 14–30 | $175/hr4 h min | $600–$850 | $900–$1,250 | $1,200–$1,700 | $1,500–$2,100 |
