Convention Transport Logistics - Melbourne

CO-ORDINATING LARGE SCALE CONVENTION TRANSPORT

CLIENT CHALLENGE

Our client hosts a large scale annual convention that attracts thousands of delegates from across the globe. Over 10,000 delegates were expected to attend their Melbourne convention making it one of the largest conventions ever held in the country. The logistics of providing safe, efficient and comfortable transport options for such a large number of attendees was a considerable challenge. In addition to transport for the wider delegation, the client also required VIP transport for senior organisational leaders and various convention speakers, as well as accessible transport options for those with mobility challenges. With the thousands of attendees being geographically dispersed across hotels and accommodations across the city of Melbourne, the client needed to integrate with the city’s public transport networks (bus, train and tram systems), while also procuring private passenger vehicles to to transport the wide variety of delegates between official event venues. At past conventions, the client has struggled with 'ghost buses' (privately chartered transport that had not been registered with the convention organisers) which cause significant operational issues (with parking space, unsafe passenger loading/unloading conditions). Additionally these unregistered vehicles led to unnecessary cost to the client due to over-catering of transport resources. The primary objectives of the event transport plan included:

• Delivering seamless and safe transport for all attendees.

• On-time VIP services.

• Minimising over-catering of vehicles and associated costs.

• Preventing operational disruptions caused by private charter vehicles

SCRIPTUS SOLUTION

Scriptus led the collaboration with local and international event transport partners and local Melbourne authorities and public tranport agencies to design an integrated, efficient, and cost-effective transport plan tailored to the convention’s specific needs and Melbourne’s unique transport landscape. From scouting locations for safe passenger loading points, to working hand-in-hand to manage the procurement of suitably vehicles to establish a network of local transport providers and ensure reliable and efficient service delivery. Leading and participating in effient journey planning, relevant staff deployment, and oversight of core communications were key elements in the smooth coordination of the transport requirements. Sciptus scourced, trained and deployed over 100 local temporary staff to act as wayfinding personnel to assist delegates; these staff were equipped with detailed knowledge of venue locations, public transport options, pedestrian routes, and the best entry points to ensure smooth navigation throughout the event. For the first time time in the Melbourne Convention and Exhibition Centre’s history, the loading docks were repurposed as a transit and bus loading facility, which enabled the efficient and streamlined movement of delegates. This approach required innovated planning and collaboration with transport authorities to ensure safe and effective transport operations. Our team instigated safety protocols and developed contingency plans to mitigate any risks - including the early identification on safety issues, and costly ghost bus services.

RESULTS

The convention was a major success, with a smooth and efficient transport program for all delegates, ensuring timely arrivals and departures across all event venues while delivering a safe, accessible and reliable service. Scriptus’ collaboration strengthened partnerships with our local and international event partners leading to positive feedback on the professionalism of all staff and the overall management of the event’s transport logistics. With effective project management from Scriptus and our partners, we were able to successfully deliver, seamless, cost-effective and highly coordinated transport experience, reinforcing our expertise in managing complex event logistics and ensuring a position experience for all attendees.