Transport for conferences, trade fairs and company events
A good event runs on quiet logistics: delegates arrive on time, speakers are collected without fuss and nobody is left behind at the hotel. We arrange the vehicles through licensed partner operators, so you can give your attention to the programme.
Shuttles between hotels and exhibition halls
Europe's big fairgrounds tend to sit outside the old centres: Fira Gran Via in L'Hospitalet de Llobregat, where MWC Barcelona runs from 1 to 4 March 2027, Fiera Milano in Rho, IFEMA near Madrid's airport and Messe München in Riem. A minibus or midi coach running a fixed loop between your hotels and the halls is usually calmer than a scramble for taxis at the gate, and after a day the driver knows the route and your people.
For board members, speakers and VIP guests, an executive car or V-Class van for private transfers keeps arrivals discreet and punctual.
What the rules require
- Daily rest at least 11 h, reducible to 9 h three times a week
Long days, gala dinners and driver rest
Event days rarely finish at 18:00. A driver who starts with a 07:00 hotel pickup and then brings guests back from a gala dinner can run up against EU rest rules: daily rest is at least 11 hours, reducible to 9 hours three times a week, and weekly driving is capped at 56 hours, with no more than 90 hours across any two consecutive weeks.
On a multi-day programme this is planned from the start rather than discovered on day three. Send the full timetable, evening events included, and the operator can schedule a second driver or a separate vehicle where one driver's hours would not stretch.
Getting guests to an off-site dinner in the old town
Off-site dinners in historic centres need extra thought. Coaches are barred from Vienna's Innere Stadt, Amsterdam requires an exemption for any coach over 7.5 tonnes heading inside the S100 ring, and parking a coach in Paris requires a PASS Autocar. Two midi coaches or a few minibuses sometimes get guests closer to the door than one large coach. Share the restaurant address early and the operator will suggest what works.
Questions
Can you run a daily shuttle to a trade fair?
Yes. Give us the hotels, the hall and the times and we will arrange a minibus or coach loop with a licensed operator.
What happens if the dinner runs late?
Driver rest rules apply, so tell us the likely finish time. The operator may put a second driver on the evening.
Can VIP guests travel separately from the delegates?
Yes. Executive cars and vans can run alongside the main group transport.
Cities
Vehicles
- Full-size coach — 49-57 seats
- Midi coach — 29-35 seats
- Minibus — 16-19 seats
- Executive van (Mercedes V-Class / Sprinter class) — up to 8 seats
- Executive car (E-Class sedan class) — 1-3 seats
- Wheelchair-accessible minibus — 10-16 plus wheelchair spaces seats
Planning an event in Europe?
Send us the dates, venues and headcount and we will gather prices from licensed partner operators.
Request a quote or call 442046529800