Delegate transport for conferences and company events
Delegate transport is a run sheet with vehicles attached. Send flight arrivals, hotel addresses, session times and the dinner venue, and the quote is built around those four inputs.
Arrival day runs in waves
Delegates rarely land together. Group arrivals by terminal and by hour, then size each vehicle to its wave rather than to the full headcount. A midi coach per wave often works better than one full-size coach holding at the kerb for the last flight.
Airport rules shape the wave plan. At Sydney Kingsford Smith, registered coaches wait in the Bus Holding Area on Ross Smith Avenue and enter the pickup zone only once the flight is down. Brisbane Airport gives licensed operators a Central Parking Area off Nancy Bird Way. Melbourne Airport publishes no separate coach holding area, so the meeting time has to be right.
Venue set-down and the hotel loop
The big convention centres all sit in crowded precincts, whether that is Darling Harbour, South Wharf beside the Yarra, Brisbane's South Bank or Broadbeach. Plan the set-down, then send the vehicle away: central Sydney offers no long-stay on-street coach layover, and in the City of Perth buses may not stop in loading zones at all.
For the hotel loop, list every property with its street address and delegate count. The stop order and first departure are then set so the last hotel still reaches registration on time.
Regulations that apply
- HVNL standard hours require a 15-minute rest in any 5 1/2 hours and 60 minutes of rest in any 11 hours
- From 1 August 2026, no one may drive a heavy vehicle over 4.5 t GVM while impaired by fatigue, even within the permitted hours
Early starts, late dinners and driver hours
A 7 am airport run and an 11 pm return from the gala dinner cannot sit on one driver's day under the Heavy Vehicle National Law. List each day's earliest collection and latest return; the quote marks where a second driver or split shift comes in. WA and the NT apply their own fatigue schemes.
Speakers and board members often keep separate timings; an executive car runs to its own schedule while the coaches hold the program.
Questions
What will the quote state?
Vehicle type and seats, pickup times and addresses for each leg, the driver hours covered, any standby time, and how tolls are handled. If a line is missing, ask before you confirm.
Can a coach wait outside the venue during sessions?
Rarely in a CBD. It sets down, moves to a legal layover and returns at a fixed time. Put that return time on the run sheet and share it with the venue.
How are late flight changes handled?
Send flight numbers, not only times, so changes to arrivals can be checked. Agree who may move a wave on the day, and give the driver a single on-site contact.
Cities
Vehicles
- Full-size coach — 45-57 seats
- Midi coach — 25-35 seats
- Minibus — 13-24 seats
- Executive Sprinter van — 10-11 seats
- Executive car (sedan or SUV) — 1-3 seats
- Wheelchair-accessible minibus — Varies by layout; wheelchair positions replace seats seats
Send the run sheet
Flights, hotels, session times and the dinner venue are enough to start. Each leg comes back quoted by a licensed, insured partner operator, and nothing is booked until you confirm.
Request a quote or call +61485016608