A delegate arrival plan for UK conferences

Make a transport manifest, not just a guest list

For each delegate, record the arrival service or flight, ready time, phone number, bags and destination. Keep the booking contact separate from the passenger. Add the hotel if delegates need to drop luggage before registration.

Use one version of the manifest and give changes an owner. If the conference team and an agency both update travel details, agree who sends the final instructions to P5.

Confirm the correct venue entrance

Large conference sites can have several halls, hotels and access roads. Ask the organiser for the entrance serving the actual event, any drop-off restrictions and the route for passengers who need step-free access.

Do not use the venue’s general postcode as a substitute for arrival instructions. Share the organiser’s approved guidance and recheck it if the event moves halls or introduces traffic arrangements.

Avoid fragile shared collections

Sharing a vehicle works when travellers are ready together and the vehicle accommodates their bags. It works less well when unrelated flights have uncertain arrival times. Decide how long a group can reasonably wait and who can authorise a separate car.

Agree each collection with the team. A larger guest list does not automatically create a shuttle service or guarantee that vehicles can circulate continuously between the hotel and venue.

Prepare the departure waves

Ask delegates for onward travel details before the event finishes. A single closing time does not mean everyone can take the same departure; airport and rail deadlines differ.

Send each group its confirmed pickup, meeting point and contact. Keep an organiser available when sessions overrun, and tell P5 promptly if passenger numbers or luggage change.

Plan the next step

• Event chauffeur coordination
• UK airports
• Stations and onward connections