A: Start with the destination and work backward. Consider where attendees are coming from, the accessibility of the destination, airport proximity, driving routes, parking, public transportation and the distance between hotels and the event venue. A destination that is easy to navigate can make the entire event experience more enjoyable.
A: Earlier is almost always better. As soon as registration opens, provide basic information about airports, driving, hotels and transportation. As the event gets closer, add more detailed information, including shuttle schedules, parking instructions, rideshare locations and local transportation options. Don't assume attendees will know how to get around once they arrive.
A: At a minimum, provide:
Recommended airports and approximate travel times
Driving directions and parking information
Hotel options and booking details
Airport and ground transportation options
Rideshare and taxi information
Public transportation information, when available
Transportation schedules for event-related activities
A contact or communication method for travel-related questions
Make everything easy to find in one place — ideally on the event website, registration platform or event app.
A: Think about convenience as well as price. Ideally, attendees should have lodging options close to the meeting venue or within an easy shuttle route. If you offer multiple hotels, clearly communicate their distance from the venue and how transportation will work.
For larger conferences and conventions, coordinating with the destination and hotel partners early can also help ensure adequate room inventory.
A: Underestimating the time it takes to move people. A 15-minute drive on a normal day may take considerably longer during rush hour, bad weather or when hundreds of attendees are traveling at once. Build realistic buffers into transportation schedules and avoid creating tight connections between sessions, meals and off-site activities.
A: Don't stop planning at the airport. Think through the entire airport-to-event journey. Where will attendees pick up a shuttle? Where should rideshares drop them off? How will they get to their hotel? What happens if a flight is delayed?
Clear instructions can prevent a lot of confusion. If you're providing group transportation, make pickup locations and schedules extremely easy to understand.
A: Have a Plan B before you need one. Weather, flight delays, traffic and other unexpected situations can quickly affect an event schedule. Establish who is responsible for communicating changes and determine how you'll reach attendees—email, text alerts, an event app or another channel.
Most importantly, don't wait until there's a problem to figure out your communication plan.
A: If the activity is part of the official event program, make the transportation experience part of the planning. Give attendees clear departure times and locations, build in adequate loading time and consider accessibility needs.
Also remember that transportation should work for the return trip. The last thing you want is for attendees to wonder how they're getting back to their hotel after an evening event.
A: Use travel as an opportunity to introduce attendees to the destination. Share recommendations for restaurants, attractions, shopping and local experiences. If schedules allow, encourage attendees to arrive early or extend their stay.
A well-planned destination experience can turn travel from something attendees have to manage into another part of the event they'll remember.
A: Put yourself in the attendee's shoes. Start at home and walk through the entire journey: booking the trip, arriving at the airport, getting to the hotel, finding the venue, moving between activities and eventually getting home.
If you can answer "Where do I go, how do I get there, when do I need to be there and who do I contact if something goes wrong?" at every step, you've created a travel plan that works.
When evaluating destinations and venues, look beyond the meeting room. Accessibility, airport proximity, hotels, parking, transportation and ease of navigation can be just as important to the attendee experience as the event itself.
Creator of digital platform meetingpages complete event planning directory and resource delivering leads and national, regional and local exposure for event venues, suppliers and destinations in MN, WI, IA & CO markets. In her free time, this 19 year industry veteran enjoys dance, group fitness, and training her young golden retriever dog in competition obedience and confirmation.
Your Iowa Event Venues and Services Directory, Meeting Management Tool and Conference Planning Resource
Now meetingpages.com™ makes event planning, meeting planning and conference planning easier than ever before.
Copyright © Mighty Dog Media 2026
