Delegate Movements for Conferences and Company Events
Conference transport is a schedule of movements: flight arrivals, morning hotel loops, the release after the plenary and the dinner run. We arrange each movement with a licensed, insured operator and put vehicles, drivers and timings on one quote.
Build the movement sheet first
Before choosing vehicles, list every leg with a time, a pickup point, a drop point and a headcount. A three-day event has more legs than it first appears: staggered arrivals, several hotels feeding one venue, an offsite dinner, split departures. Send that sheet with the request. The operator then sizes a vehicle for each leg rather than for each day, and the quote shows which vehicle covers which movement.
At Dublin Airport, private-hire coaches collect only at the Zone 16 coach park, not at the kerb outside arrivals. Put the walk to Zone 16 into the joining instructions delegates receive.
Driver hours shape the long days
Registration at 07:00 and a gala dinner ending after midnight cannot sit in one driver's day: finishing at 01:00 and starting again at 07:00 leaves six hours, short of even the reduced 9-hour daily rest. EU rules allow 9 hours of driving a day, 10 on two days a week, and a stop of at least 45 minutes is owed once 4.5 of those hours are done. A roadshow running Monday to Friday also meets the weekly cap of 56 hours and the limit of 90 across two consecutive weeks. The quote should state whether the evening run has a second driver or a separate vehicle.
Regulations that apply
- Weekly driving max 56 h; max 90 h in any two consecutive weeks
Releasing a full room
Delegates leave at the same minute. The Convention Centre Dublin has a 2,000-seat auditorium, so agree with the venue how many vehicles may load together and send the rest in timed waves. On Dublin streets, coach spaces allow two hours and are not for boarding; a vehicle standing by for the evening waits at the NTA Docklands Coach Park, reached from North Wall Quay.
Killarney's Gleneagle INEC Arena sits roughly 1 km outside the town centre, with Kerry Airport 15 to 20 minutes up the road, so one pool of vehicles can cover arrivals and venue loops.
Questions
What should the quote request include?
The movement sheet, flight numbers where known, hotel and venue addresses, headcount per leg, and any speaker or VIP who needs a separate car. Mark which times are fixed.
Are event buses roadworthiness tested?
Any bus with over 8 passenger seats needs a CVRT pass each year once past its first year. Ask for confirmation with the booking.
How late can delegate numbers change?
Give a planning figure at booking and the confirmed count once registration closes. Moving up a vehicle size is easier with a few days' notice.
Cities
Vehicles
- Full-size coach — 49-81 seats
- Midi coach — 29-35 seats
- Minibus — 16-19 seats
- Executive van (Mercedes V-Class and similar) — 6-7 seats
- Executive car (E-Class saloon class) — 1-3 seats
- Wheelchair-accessible minibus — 10-16 plus wheelchair spaces
Send your movement sheet
List legs, times and headcounts. A licensed, insured operator prices it, and the quote comes back itemised by movement.
Request a quote or call +353 1 265 9159