Organiser resource

Event transport brief

The complete checklist to write a clear transport brief and get an accurate quote. Use it for every event — trade show, convention, gala, film shoot, roadshow, delegation.

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A well-written transport brief saves everyone time: you get an accurate quote on the first response, and the service provider can size the setup without back-and-forth.

This checklist covers the 7 areas of a complete brief. Use it as a template for your upcoming events — whether you are an organiser, an agency, or a logistics manager.

1. General information

Event name

Date(s) — setup, event, teardown

Main and secondary venue(s)

Organiser name and contact

On-site coordinator or stage manager name and contact

2. Passenger profiles

Number of VIPs / speakers / keynote guests

Number of attendees / exhibitors / technical crew

Specific requirements: languages, discretion, protocol

Name list if available (otherwise, estimated headcount)

3. Transport schedule

Pick-up times (morning, afternoon, evening)

Departure points: airport(s), train station(s), hotel(s)

Arrival points: venue, restaurant, hotel

Shuttle rounds or continuous hourly service?

Estimated number of rotations

Late-night or extended hours?

4. Vehicles

Vehicle type needed: sedan, van, SUV, minibus

Number of simultaneous vehicles

Requirements: unbranded, decorated, signage

Dedicated vehicle for a specific VIP or speaker?

5. Logistics & constraints

Site access: reserved parking, badges, drop-off zones

Coordination with a stage manager or protocol team

NDA or confidentiality agreement required?

Name-board welcome at arrival?

Flight / train tracking for arrivals

6. Budget & billing

Indicative budget (if known)

Direct billing to organiser or agency?

Quote to be included in a client proposal?

Expected payment terms

7. Contacts & sign-off

Who signs off on the quote?

Who is the day-of contact (mobile number)?

When is the quote needed by?

Last-minute changes: who to notify and how?

How to use this checklist

Before the event: go through each section and note the information you have. The more complete the brief, the more accurate the quote and the better the setup.

Missing information does not block a quote request. Share what you know, flag what is still to be confirmed. The service provider can work with estimates and adjust later.

For recurring events: keep a copy of your last brief as a base. Update dates, names and specifics — the general framework usually stays the same.

Download the Excel template

Ready-to-fill spreadsheet — 6 tabs: overview, passengers, transport plan, venues, fleet, checklist.

.xlsx

Ready to send your brief?

Request a transport quote

Send your brief (even partial) via our form. Response with a detailed quote within 2 business hours for standard setups.

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Solutions by event type

Event agencies·Trade shows & conventions·Film productions·Roadshows