Commemorative anniversary ceremony and award ceremony shuttle service by private taxi | One car is enough to wait for guests VIPs and employees alike

As the venue and program were nearing completion, the final task left on the desk of the Secretariat was “transportation on the day of the event.” One of the administrative staff recalled that during the opening ceremony for the 50th anniversary at a hotel in Tokyo, they had to catch a taxi 30 minutes before the arrival of the guests, and they were sweating profusely because the taxi was not available. Based on their perspective as the organizers, we organized the details of how to arrange the shuttle service for the anniversary ceremony and award ceremony, the allocation of vehicles for VIP guests and corporate groups, and the flow of waiting and returning on the day of the event.

The "common problems" faced by the Secretariat during the anniversary ceremony and award ceremony

Even with arrangements for accommodations, venues, and the flow of events underway, it is difficult to see the details until just before the event. In organizing anniversary ceremonies and award ceremonies, this is where the general affairs, public relations, and secretariat staff encounter the most difficulties.

Before the opening ceremony, the arrival of the guests tends to occur at the same time.

At the appointed time for the invitation to gather, the guests, business partners, and award winners all move simultaneously. If the premise is that each person calls a taxi on their own, there remains the awkwardness of the situation where the hotel parking lot is not enough before the opening ceremony at 30 minutes before the event, and a line forms in front of the reception desk.

The time of the ceremony will vary depending on the progress of the event.

The ceremony, which includes congratulatory remarks, awards, commemorative photos, and socializing, does not clearly indicate the end time. Arranging for a car to be available at the exact time for the return journey will make you wait longer if you arrive early, and cause you to miss your ride if you arrive late. There will also be a "mid-session transfer" to the reception venue.

Different cars are appropriate for different guests and employees

For the host and the executives of the business partners, we want a quiet and high-quality vehicle; for the reception and operation staff and the group of award winners, we want a large vehicle that can be shared by everyone. If we try to uniformly handle travel for people with different numbers of people and different positions using the same means, it will be impossible.

Compare the means of transportation to the reality of the ceremony.

Rather than belittling the means available for traveling to and from the anniversary ceremony, let’s list them based on “whether they are suitable or not in this situation.” Each has its own merits. The problem is whether the time for the ceremony is suitable for such a serious setting.

When conditions overlap—such as wanting to arrive at the same time as the ceremony, not being able to read the time of the end, and wanting to share the car in a designated parking space—the private parking lot becomes a good match for those who can secure the time and car themselves. Even in downtown hotels where parking is difficult, the fact that the driver can be left to wheel the car to the parking lot is reassuring.

The guest is a Wagon, the employee is a Jumbo. A car is divided according to the position held.

At JumboTaxi.com (JUMBOTAXY.com), you can arrange the same ceremony with one single contact point, combining different vehicles. The advantage of private charters is that you can choose the car that suits the occasion.

The flow of events on the day of the ceremony — organized not only with return trips but also with “waiting” as a prerequisite

The shuttle service for anniversary ceremonies doesn’t end with the delivery. If you reserve a vehicle to take you to the waiting area during the ceremony, to the venue for the reception afterwards, and to the return journey at the end of the event, you’ll have a lot more flexibility on the day itself.

1. Pick-up (roundtrip):Guests arrive at the nearest station, office, or hotel, while employees head to the designated meeting point. We calculate the arrival time and deliver the flowers before the ceremony begins to avoid any congestion.
2. Waiting during the ceremony:With a private rental of time, you can secure a car even while the ceremony progresses. Even if the ceremony ends earlier or later, the driver will wait near the car park entrance.
3. Moving between venues:From the ceremony venue, the guests and employees are transported together to the reception venue or the second event. This makes it easier to arrange commemorative photos in a separate venue.
4. Shipping (return trip):Even if the ceremony is delayed, we will continue the ride at the scheduled time. We will send our guests home or to their accommodations, and our employees to the nearest station or office.

The unique problem of not being able to determine the departure time for the return journey is easily solved by reserving the car in advance. Even if the schedule changes, you can rest assured that the same car will be waiting for you.

They are selected at such ceremonies and award ceremonies like this.

The appropriate arrangements vary depending on the size and status of the event. Here are some examples of specific cases that are often consulted about during ceremonies: If there are any similar ceremonies to yours, use those as a guide for your own event.

How should we think about costs? — The idea of chartering that is calculated by dividing by the number of people

Since anniversary ceremonies involve expenses for venue fees and souvenirs, it’s important to keep the travel costs manageable. Since charter fees are calculated per vehicle, the burden per person decreases the more people ride.

For example, if the nine award winners and the nine operational staff each take a taxi or ride on a jumbo bus together, the time and effort involved in arranging the trip will be different. By considering that the “difficulties that cannot be easily measured in money” such as the hassle of transporting heavy commemorative items and ceremonial attire and the fatigue from switching between vehicles, can be overcome with the cost of a single vehicle divided by the number of people, it becomes easier to make a decision. Once the venue is determined and the number of people and time slot are known, please confirm the exact amount with a quote after the venue has been determined.

The flow from request to ride

1. Contact:Please provide the date, venue, number of attendees, breakdown of guests/employees, and preferred time slot from the web form.
2. Plan and Estimate:We will propose the optimal combination and pricing based on the vehicle type (wagon/jumbo), number of units, and including waiting time and return journey.
3. Booking Confirmed:We adjust the time for the outbound, inbound, and return journeys to match the itinerary, and finalize the details after you are satisfied with the content.
4. On the day of the ceremony:We will pick you up at the designated location. During the ceremony, we will wait for you and send out the guests and employees upon its conclusion.

summary

By focusing on three points: not crowding the arrival of guests, preparing by waiting for the end time that they cannot read, and dividing the cars according to the status of the guests, the day of the event will run incredibly smoothly. VIP guests will be served in high-quality wagons, employees and award winners in jumbo-sized ones, and the waiting time for both the return journey and the flight will be the same. We will assist with the transfer service, reducing the workload of the Secretariat, mainly at hotels in the Tokyo 23 wards and Saitama area.

Use of corporate transportation other than for ceremoniesTransportation for large groups by jumbo taxi (Comprehensive information on different purposes)Regarding the idea of providing VIP and guest transportation services:Transporting valuable customersPlease also see.