Build a route sheet
List each leg with address, loading point, time, expected riders, vehicle or service, and responsible person. Ask providers about capacity, driver limits, luggage, accessible options, overtime, cancellation, and alternate pickup permissions.
- Confirm the venue and hotel permit the chosen pickup points.
- Leave buffer for check-in and event start.
- Share the return plan with participants before departure.
Prepare for the exception
A transport lead should know who to call if a vehicle is late, a rider misses departure, or a service becomes unavailable. Check applicable chapter and campus rules for travel and event supervision; they are not uniform across institutions.