Safe and Smart: Best Practices for Event Transportation
Ensuring safe transportation for chapter events is a key part of responsible event planning. Whether you’re hiring a bus company or coordinating your own transportation, these best practices can help keep members and guests safe.
1. Verify Vendor Insurance
If hiring a transportation company, confirm that they have at least $1,000,000 in automobile liability coverage per occurrence. This ensures they meet the necessary insurance requirements for safe and reliable service.
2. Consider Adding Security
For events where alcohol is served, security personnel on buses or other transportation can help maintain order and ensure a safer ride for all attendees.
3. Require Use of Provided Transportation
To minimize liability risks and ensure safe travel, attendees should be required to use the provided transportation both to and from the event. This creates a clear start and end to your event and helps ensure everyone gets back safely.
4. Implement Check-In and Check-Out Procedures
Follow your organization’s policies for checking attendees in and out. If transportation is being provided, MJ recommends:
- Check-in before boarding transportation to confirm attendance.
- Check-out upon return to ensure all attendees arrive back safely.
- Consider a “sober hour” before boarding to help ensure members and guests are fit to travel.
5. Follow Your Organization’s Transportation Policies
Every sorority has its own guidelines—be sure to follow your national organization’s transportation policies to stay compliant and reduce risks.
By planning ahead and implementing these best practices, you can help make transportation a smooth, safe part of your chapter’s events.
Don’t hesitate to reach out to your Client Executive with any questions or concerns about event transportation.