Transport, transfers and experiences: how to pitch to event and incentive organisers

Transport and experiences for events are almost always bought by one of four people. Each is in a hurry, is handling several suppliers at once, and has no time for two rounds of questions to work out whether your service fits.

• Event and incentive agencies: they buy often, for different clients, and want a supplier who answers quickly with clear figures they can drop into a larger quote.
• Companies organising in-house: an HR or marketing office, or the executive assistant. They buy once or twice a year and need to understand everything from the profile, with no jargon.
• Wedding planners and private event organisers: they look for guest shuttles and activities for the day before or after, and care a great deal about punctuality and how the vehicle looks.
• Hotels and venues that resell: they offer their clients the station transfer or the team-building activity as part of the package, and want a reliable partner they can slot into the offer without explaining it every time.

Before writing to you, all four want the same information, and if they cannot find it they write to someone else. There is not much of it, and it belongs in the profile, not in your reply:

• the regions you actually serve, and where the vehicle or the activity starts from;
• the exact type: transfer, chauffeured hire, continuous shuttle, guided tour, team-building activity, tasting, sports experience;
• the average duration, with the real range ("two to four hours", not "tailor-made");
• the minimum and maximum number of participants per session;
• for transport: the vehicles, seats, luggage space, on-board facilities (air conditioning, wi-fi, wheelchair lift).

• Who this article is useful for

  • Chauffeured coach, minibus and minivan hire
  • Airport and station transfers, guest shuttles
  • Team building, treasure hunts, sports and outdoor activities
  • Guided tours, winery visits, tastings and cookery classes

  Transport and logistics servicesExperiences

• Who buys or resells these services

  • Event, incentive and destination management agencies
  • Hotels and venues that include transfers and activities in their offer

  AgenciesHotels and meeting venues

An organiser lines up three or four proposals in a table. If yours does not fit the table because the columns are missing, it is not rejected: it is ignored, which is worse. Every service should therefore be described with the same headings, always in the same order.

For transport the table changes little: duration and weather alternatives give way to vehicle type, seats, year of registration, and the conditions for waiting and intermediate stops. Someone organising an incentive wants to know whether the coach can wait two hours outside the winery, not just what the journey costs.

On an incentive, the transport and the activity never stand alone: they slot in between breakfast, a work session, lunch and dinner, and every delay lands on whoever comes next. Organisers gladly choose the supplier who shows they know where they fit.

A typical day, to see where you sit:

• Morning: plenary session at the hotel. The coach is already in the forecourt before it ends, the driver has the contact's number, and participants are not left waiting in the street.
• Late morning: transfer and activity. Travel time is worked out with that day's traffic and a comfort stop, and the activity briefing starts when the last group has arrived, not before.
• Lunch: often at the activity site or nearby. Whoever provides the experience needs to know whether lunch is theirs or another supplier's, and what time it is booked for.
• Afternoon: return and free time. The coach comes back to the same exit it left from, or the one the venue specifies; the difference is twenty minutes lost.
• Evening: the gala dinner. If a shuttle is needed, it is a separate run, with its own times and possibly a different vehicle.

Concrete things to ask the venue and tell the organiser before confirming: where the vehicles park and whether there are height limits or restricted traffic zones; who the on-site contact is on the day; how long it takes to load and unload the group; whether the briefing space is under cover; whether there is a plan for those not taking part in the activity. A supplier who gets to these questions unprompted stands out from one who waits to be asked.

Someone buying on behalf of a company answers to someone else if things go wrong, and before signing must be able to say they checked. Information on safety and legal requirements is not decoration: it is the part of the profile a procurement office reads first.

• For transport: registration for chauffeured hire or the authorisation for the service, passenger insurance cover with the limit, compliance with drivers' hours and rest rules, the average age of the fleet.
• For experiences: the public liability policy with its limit, the qualifications of guides and instructors (and the body that issues them), the instructor-to-participant ratio, the emergency plan and the distance to the nearest medical post for outdoor activities.
• For both: cancellation and postponement terms, who the business owner is and the VAT number, a contact who also answers on the Sunday of the event.

The price of a transfer or an activity depends on the day, the numbers, the distance and the season: publishing it makes no sense and nobody expects it. What people do expect is a same-day answer. The way to give one is to have your bands, options and conditions ready, and use them like a form.

• Bands by numbers: one price per session up to a certain number of participants, then the next step. The reader sees at once whether 45 people pay for 40 or for 50.
• Options with a separate cost: the second language, the closing aperitif, coach waiting time beyond the included hour, pick-up at a second location. One line per option: the organiser removes them on their own.
• Conditions: validity of the offer, deposit, cancellation terms, what happens below the minimum number, who pays tolls, parking and traffic-zone charges.
• An alternative: a shorter or simpler version of the same service, so someone with a tighter budget does not have to write again.

As a rule, a request that arrives in the morning deserves a reply in the afternoon, even if only to say when the quote will come and which questions are still open. A perfect quote three days later arrives when the organiser's table is already closed.

On Eveo, requests arrive by email with the category, the region and the details the organiser filled in: that is the starting point for applying your bands without rewriting everything from scratch. There is no management tool to learn, and you produce the quote with the tools you already use.

More and more organisers ask an AI assistant "who runs sailing team building in Liguria for 30 people" before they even open a search engine. The assistant answers with the suppliers it can describe with confidence: those whose pages say what they do, where and for how many, in plain words.

• One page per service, with a title that is the name of the service and not a slogan: "Bologna airport transfer for groups of up to 50", not "Travel with us".
• The regions and cities served written out in full, in the text, not only in a drop-down or on a map.
• The language of facts: duration, participants, what is included, vehicles, languages. The same headings as the table above, in the same order.
• No adjectives in place of data: "an unforgettable experience" helps nobody work out whether the activity lasts two hours or five.
• The same information, identical, wherever it appears: website, Eveo profile, Google listing. A discrepancy between two sources is a reason not to cite you.

The Eveo profile is built for this: category, regions served and fixed fields per type of service, so the same information that convinces an organiser is also what an assistant can read and repeat.