Find guest transport and equipment delivery for your event
Need a guest shuttle, group transport or delivery of event equipment? Create one free request with your location, date, routes and schedule. Interested transport professionals can contact you directly.
Create a request
How to plan guest transport, deliveries and event logistics
Start with who or what needs to move, between which locations and at what times. Guest shuttles, wedding cars, artist transfers and equipment deliveries need different vehicles and arrangements. Separate passenger journeys from goods transport, then coordinate each schedule with the venue and your event programme.
Map the guest journeys and return trips
List pickup and drop-off addresses, passenger numbers for each journey, departure times and required arrival times. Include hotel transfers, multiple stops, luggage and return journeys, especially if guests leave at different times.
Ask the provider to propose suitable vehicles and allow realistic boarding and travel time. Agree meeting points, guest instructions and a contact for late arrivals or schedule changes.
Confirm vehicle access and passenger needs
Check parking, turning space, pickup areas and access restrictions with the venue. Tell the provider about mobility, boarding or luggage needs so they can confirm a suitable vehicle and assistance before booking.
For wedding cars, private drivers or artist transfers, confirm the actual vehicle, passenger capacity, waiting time and route. Explain flight or train connections and agree what happens if arrival times change.
Prepare equipment deliveries and collections
List the goods, quantities, packed dimensions, weight and any fragile or specialist handling requirements. Confirm whether the service includes loading, unloading, carrying into the venue or delivery only to an agreed access point.
Share loading-bay details, stairs, lifts and access limits with the provider. Agree delivery and collection windows, who signs for goods and who supplies handling equipment or crew. Include packaging and storage arrangements between delivery and collection.
Coordinate suppliers and allow for changes
Build transport into the event schedule: deliveries must fit venue access, installation and rehearsals, while collection must follow breakdown. Coordinate rental suppliers, technicians, musicians and the planner so vehicles and teams do not arrive without access.
Agree an on-site contact and a way to communicate delays. Discuss backup arrangements for important journeys and how missed slots, additional stops, waiting or late collection are handled and charged.
Compare the complete transport offer
Check the vehicle or transport capacity, routes, journey count, driver hours, waiting time and handling scope. Confirm fuel, parking, tolls, applicable taxes, extra stops, overtime and cancellation terms, including any delivery or return journey charged separately.
Create one free PlanEvents request with your country, city, date, routes, passengers or goods, schedule and approximate budget. Add other event services to the same request; interested professionals can contact you directly.
How PlanEvents works
- 01
Tell us what you need
Describe your event and the transport or delivery services you’re looking for.
- 02
Relevant professionals discover your request
Your request is shown to relevant professionals based on the services you need and your event location.
- 03
Get contacted
Interested professionals can contact you directly to discuss your transport requirements and their offer.
Keeping the whole event moving?
Transport connects people and equipment to the event, but it may be just one part of what you need.
With PlanEvents, the same request can include a venue, catering, entertainment, AV and technical production, event equipment, staff, photography and other services.
Check venue access, pickup points and loading areas · Coordinate furniture hire, delivery and collection · Plan technical equipment transport and setup · Coordinate the event timetable and suppliers
One event. One request. The professionals you need.Practical guides for event deliveries and collection
Coordinate unloading and collection with musicians, and agree transport arrangements for reusable cups.
Questions about event transport
What should I include in my event transport request?
Include the country, city, date, pickup and destination addresses, passenger numbers or goods to move, schedule and approximate budget. Specify return trips, stops, luggage, accessibility needs and loading or venue access constraints.
Can I request guest shuttles and return journeys together?
Yes. Describe each route, departure time and passenger group in the same request. Specify whether return trips run at fixed times or in several groups so the provider can propose suitable capacity and a timetable.
How do I choose the right vehicle size?
Share passenger numbers for each trip, luggage and boarding needs. For goods, provide quantities, packed dimensions and weight. Ask the provider to confirm suitable capacity and access rather than selecting a vehicle by its name alone.
Can I request accessible guest transport?
Describe the boarding, mobility and assistance needs in your brief. Ask the provider to confirm the specific vehicle, equipment and assistance available, and check pickup and venue access before agreeing the service.
Is loading and unloading included in equipment transport?
Not automatically. Confirm whether the offer covers loading, unloading, carrying inside, handling equipment and crew, or delivery to an agreed point only. Explain stairs, lifts, fragile items and any access restrictions.
Can I arrange equipment collection after the event?
Yes. Include the collection address, goods, packing arrangements and earliest pickup time after breakdown. Agree who prepares and hands over the items and how late finishes or changes to the collection slot are handled.
What if a flight, guest arrival or delivery is delayed?
Agree the contact for changes, any flight or arrival monitoring, waiting allowance and revised pickup arrangements with the provider. Confirm charges for extra waiting, missed slots or rescheduling and discuss suitable backup options for essential journeys.
What should I check in a transport or delivery offer?
Check routes, vehicle capacity, journey count, timings, drivers, waiting and handling responsibilities. Confirm the total price, return trips, fuel, parking, tolls, applicable taxes, extra stops, changes and cancellation terms directly with the professional.
Does PlanEvents provide the vehicles or carry out deliveries?
No. PlanEvents connects event organisers with relevant independent professionals and businesses across Europe. Creating a request is free. Interested professionals can contact you directly; availability, routes, vehicles, offers and bookings are agreed with them.
Get everyone and everything where it needs to be.
Tell us what you’re planning and let relevant transport professionals discover your request.