Building a Conference Shuttle Timetable

A conference shuttle needs to deliver delegates before the session, not simply provide enough seats over the morning. Build a complete loop for each vehicle before relying on it for a second pickup.

Include boarding, unloading and turnaround

A loop includes positioning, boarding, driving, unloading and returning. Narrow hotel access can slow that cycle. Assign staff at both ends, publish route codes and contacts, and allow a spare vehicle or time slot appropriate to the event size.

What we need to build the timetable

Delegates per hotel

Please share how many delegates are staying at each hotel, based on actual bookings rather than the room block.

The daily programme

Opening time, lunch break, closing time and evening functions are the moments that need extra departures.

How we design the routes

Dedicated runs for large hotels

Hotels with many delegates get a direct run to the venue; smaller hotels close to each other share a loop.

Frequency by time of day

Departures are frequent before the opening and after the close, and spaced out mid-session so fewer vehicles are needed.

Clear pickup points

Every stop has a sign with the event name and departure times; we would kindly ask each hotel to allow a sign in the lobby.

Running the day

An on-site dispatcher

Our dispatcher stays in touch with drivers and organisers and adds departures when a session overruns or numbers rise.

A standby vehicle

For larger programmes we recommend keeping a spare vehicle near the venue, ready to step in.

Allow boarding time in a conference shuttle schedule

A shuttle needs time to unload, reposition and board the next group. Work backwards from the last required arrival before the opening session. Give attendees the route, meeting point and contact, and check turning and waiting space at each entrance. A departure time alone is not a complete shuttle plan.

Request advice for your actual trip

Hotels, opening deadline, pickup waves and vehicle waiting areas.

Request your vehicle quote · Zalo/WhatsApp: +84 967 914 574.

Related reading

• Transport Planning for a MICE Programme
• Shuttles for Running Events and Festivals

Shuttle data to collect from delegates

Collect name, hotel, arrival day and any session that starts early. Group delegates by hotel and send the list two days ahead.

Print route codes on name badges or signs at the hotel lobby.

See event backup plans and 19-seat limousine.

Quick answers

Can shuttles run on a loop? Yes, with timing agreed in advance.

What if a session overruns? Tell the coordinator to shift the departure.