SECTION 9 – TRANSPORT
For an international event travel and transport is a core element. Players and officials should be transported between their official hotel and their point of arrival and departure, to the venue, practice hall and to social functions.
Other relevant areas are transport for VIP’s, transport of equipment and issues concerning departure flights.
The transport issue is quite a logistical task. It is necessary that sufficient information about transport schedules is available and that transport is running efficiently and on time.
1. The size and scope of transport
Normally transport should be provided from 2 days before the event to 1 day after the event. The Steering group should consider the following areas to assess the size and scope of transport arrangements:
-the number of people to be transported
-the distance between the major pick up areas like airport, hotels and venue
-the schedule of play and especially whether an individual or a team event is being organised
The following requirements should be met:
-players should be transported to the venue so that they with certainty arrive at least 1 hour before their first match
-at individual events either flexible transport or transport running in not more than 1-hour-long intervals between the hotel and the venue should be available
-the last transport from the venue should be flexible to make sure there is transport available even if the schedule is running late
2. Vehicles and drivers
The Organisers must make sure that there are a sufficient number of vehicles of appropriate sizes. The vehicles given over to transport to the airport should be suitable for transporting luggage.
There should be a person controlling the logistics of transport.
Sufficient number of drivers should be available, taking into consideration the number and sizes of the vehicles and the shifts and rest breaks required. Furthermore, some drivers should be prepared to transport people at odd hours. The drivers should have relevant knowledge of preferred routes.
The Organisers should insure the vehicles and the drivers.
The vehicles can often be secured through a sponsorship arrangement. This needs to the coordinated early with the Head of Sponsorship.
Even if the vehicles are sponsored there should still be a budget for petrol, road tolls and staff costs.
3. Communication
A mobile communication system should be arranged so that drivers can be contacted at all times.
A transport schedule should be prepared and information given to the team managers. It would be preferable to have areas with information about transport both at the venue and at the hotels.
The arrival and departure times of players and officials can change. The transport office should have an overview with all the relevant information that should be updated regularly.
4. Other arrangements
Pick-up and set down points should be publicised and sign-posted. The vehicles should have proper accreditation to be allowed access to restricted areas if necessary.
The airport and possibly local police should be consulted on the extra traffic at the airport and other major arrival points.
Refuelling arrangements should be established and the drivers should be informed. Alternative solutions should be prepared in case emergency repairs were needed.
A control system should be established to record trips, mileage and the number of passengers. This information can be used to optimise the transport arrangements.