Event planning is a complex balancing act. From venue selection to delegate engagement, organisers dedicate months to getting every detail right. Yet one area that is often underestimated is transport. Poorly coordinated logistics can undo months of preparation, leaving delegates frustrated and events running behind schedule.

At INTX, we’ve supported conferences, exhibitions, sporting fixtures and large-scale corporate events for over 25 years. We’ve seen first-hand how smart transport planning can elevate an event and how simple oversights can quickly create avoidable challenges. Here are some of the biggest mistakes organisers make, and how to avoid them.

1. Leaving Transport Planning Too Late

One of the most common errors is treating transport as an afterthought. By the time vehicles are considered, routes may be congested, preferred suppliers booked, and schedules too tight. Early planning ensures availability, better pricing, and contingency options.

How to avoid it: Build transport into the core event timeline from the outset. Treat it as integral to the delegate experience rather than a last-minute add-on.

2. Underestimating Volumes and Timing

Misjudging how many delegates need to move and when can cause chaos. A handful of late additions might not seem significant, but at scale, this can mean too few vehicles or missed transfers.

How to avoid it: Use accurate delegate data, plan for peak movements, and always allow buffer capacity. Work with experienced partners who can flex to last-minute changes.

3. Ignoring Delegate Experience

Transport isn’t just about getting people from A to B. Poor communication, unclear pick-up points, or uncomfortable journeys can diminish the event experience and overshadow the work put into the programme.

How to avoid it: Provide delegates with clear instructions, visible branding, and reliable schedules. Prioritise comfort, accessibility, and professional drivers who understand event-specific requirements.

4. Forgetting About Contingency Plans

Road closures, traffic incidents, or unexpected delays can derail even the best schedules. Without backup options, organisers risk frustrated delegates and disrupted agendas.

How to avoid it: Incorporate contingency planning from alternative routes and vehicle availability to on-the-ground coordination teams who can respond in real time.

5. Overlooking Sustainability

With growing pressure to demonstrate environmental responsibility, ignoring sustainable transport can be a reputational risk. Delegates and clients increasingly expect greener options.

How to avoid it: Consolidate journeys where possible, prioritise modern and efficient vehicles, and choose transport partners who can evidence their sustainability commitments.

6. Lack of On-Site Coordination

Even with good planning, events can falter without proper oversight on the day. Without a team managing arrivals, departures, and last-minute changes, confusion is almost guaranteed.

How to avoid it: Assign dedicated transport coordinators or partner with a provider who can offer on-site management and live updates.

The Bottom Line

Transport may not be the most visible element of an event, but it is one of the most influential. Getting it wrong can compromise schedules, satisfaction, and even overall event success. Getting it right, however, ensures smooth delegate journeys, strengthens brand perception, and enhances the event experience.

At INTX, we help organisers avoid these pitfalls through expert planning, flexible solutions, and reliable delivery across the UK and Ireland.