Written by Amélie Chanda, Program Manager pointA
Planning an event is a complex process that requires juggling countless details, and how people get to and from your event can significantly impact whether people choose to attend your event and their experience. When transportation is well planned, everyone arrives ready to participate, and your event stands out for all the rights reasons.
At pointA, we work with organizations of all types to improve how people move between home, work, school, and events. Repeatedly, we have seen how transportation planning is either left to the last minute or treated as an afterthought instead of a foundational part of the event planning. The result? Missed opportunities, overwhelmed parking lots, frustrated attendees, and high Scope 3 emissions. Just look at the serious concerns expressed by concert goers after opening night at the new Rogers Stadium in June 2025.
That is why we created our Event Transportation Logistics Guide, a free, practical resource designed specifically to help event planners and venue operators. Whether you are hosting a corporate event, a community festival, or an academic conference, this guide will help you think ahead, plan sustainable transportation options from the start, and deliver a smooth experience for your guests.
WHY TRANSPORTATION PLANNING MATTERS
When transportation is left to the last minute, it often shows in the form of late arrivals, attendees stuck in traffic and a level of frustration for everybody involved. These moments may seem minor, but they can result in negative guest experiences, lost time, and event reputation damage. For large events, poor planning can also mean higher costs for security, traffic control, and last-minute fixes.
On the other hand, thoughtful transportation planning leads to increased attendee satisfaction and potential cost savings while reducing the event’s carbon footprint. It can also help your event be more accessible and inclusive for all.
Reducing emissions is a priority for many organizations who have ESG goals. A 2020 survey of the top 100 companies in 52 countries found that 80% report on their sustainability performance. Public awareness of climate impacts is also growing (2024 survey indicates that 87% of the world’s population, show that climate change is on people’s minds everywhere) which are all excellent reasons to take transportation planning seriously. Transportation is no longer just a planning problem, it is a strategic opportunity.
WHAT’S IN THE GUIDE
The Event Transportation Logistics Guide is designed to walk you through every phase of transportation planning from early decision-making to day-of execution and post-event follow-up. The guide provides a structured, flexible approach to make transportation a strength of your event.
Here is what you will find inside:
- Tips to understand your audience’s travel behaviours, so you can choose the most effective solutions
- Strategies to promote sustainable and accessible travel options, including transit, cycling, carpooling, and shuttles
- Key considerations to help you plan your agenda with transportation in mind.
- Communication strategies to keep attendees informed, reduce confusion and build trust with your delegates.
- Bonus tools: Transportation Options comparison chart and transportation budget tips.
This tool will help you streamline operations, reduce stress, and deliver a more positive experience for everyone!
HOW POINTA CAN SUPPORT YOUR EVENT
Beyond our guide, pointA delivers comprehensive event transportation logistics to help you plan and execute with confidence. We offer:
1. Transportation planning
Our experts leverage 20+ years of Canadian experience to create Transportation Demand Management (TDM) plans tailored to your specific event. We analyze travel patterns, identify sustainable and cost-effective options, and optimize transit, cycling, shuttle, and rideshare solutions.
2. Shuttle Coordination
Need shuttle services? We handle it from end to end securing competitive vendor contracts, managing logistics, and handling attendee communications to ensure smooth arrival, departure, and off-site activities.
3. Communication Services & Concierge Services
pointA delivers branded transportation communication from pre-event emails to day-of signage and maps. Our team can staff transportation info booths, assist attendees with questions, and help guide traffic flow which can help reduce confusion and stress.
4. Engagement & Local Experiences
We’ll help integrate bike tours, walking routes and other active transportation experiences to highlight the local area and culture to boost attendee satisfaction.
5. Post-Event Reporting & Insights
After the event, we deliver sustainability reports and surveys that measure various KPIs including but not limited to attendee satisfaction, GHG reductions, and transportation success, helping you to share your successes and set realistic goals for your next event.
THE VALUE OF THE GUIDE
At pointA, we believe that better transportation planning leads to better events and has the potential to create transportation behaviour shifts beyond the event. That is why we have made the Event Transportation Logistics Guide completely free to download and use.
We created this resource to empower planners, venues, and organizers to take meaningful steps towards accessibility, sustainability, and operational excellence. This is not just about logistics; it’s about making your event more inclusive, efficient, and aligned with the values your audience cares about.
As a non-profit organization, pointA’s mission is to reduce transportation-related emissions, improve commuting experiences, and support healthier communities. By offering this guide at no cost, we are hoping to spark changes!
Want support for your next event? Contact our team for a free consultation or to learn more about our event transportation services.
Let us make your next event seamless, sustainable, and stress-free!
