Case Study: Two Day International Conference

eConnect cars were approached by a leading events company to help organise transport for a conference and gala dinner being held in Central London. The event would be attended by over 300 people arriving from multiple locations, including London airports, and needing transporting to and from the central London location. The guests would be staying in two hotels which were being used for the event and transportation to and from the conference.

“Thank you for all your help, e-Connect provided a great service. [You were] really helpful and accommodating in the planning process and the last minute changes…”

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The Brief:

With a number of guests arriving at multiple locations we had to provide and schedule a dedicated fleet of cars strategically to be on hand to pick up all our passengers on time.

The right vehicles had to be ready to cope with a large volume of passengers and luggage from major airports such as Heathrow.

Due to the volume of traffic and potential delays to flights and arrivals our expert controllers would need to be on had to juggle schedules and ensure the availability of our fleet.

We were asked to provided a shuttle service between the hotels and conference centre which would require cars and drivers on hand at each location.

Our Solution:

This event required a bespoke solution, which was planned and discussed thoroughly with our client in the weeks leading up to the event.
By utilising our top of the range electric vehicles, using the right car for the right job, we were able to split out the requirements into specific sections. This enabled us to provide a cost effective service, arriving ready for airport runs, rather than booking out a fleet of cars for the whole day.

Due to the large amount of guests arriving at Heathrow we set up a dedicated meet and greet point at the airport to facilitate getting the right passengers to their cars. This allowed us to optimise fleet utilisation to maximise guest convenience and to minimise our client’s cost.

We ensured that cars were on standby for the evening reception to offer a dedicated shuttle service. This allowed guests to travel back and forth from the hotel to the conference venue quickly and easily to keep the event schedule running on time. A dedicated car marshal was on hand to assist our client’s events team throughout.

The final stage was to ensure all our guests arrived in a timely manner back at Heathrow at the end of the conference for their onward journeys. Due to the amount of passengers our fleet of cars needed to be fully utilised for each journey allowing enough room for luggage and passengers to travel in comfort and style.

All our client’s transport needs were met with top of the range zero emission vehicles.

Feedback from the client:

Event Manager, SSEM UK Ltd. “Thank you for all your help, e-Connect provided a great service. Ken (eConnect cars Operations Manager) was really helpful and accommodating in the planning process and the last minute changes, it was really nice that I could speak to Ken as a central controller for all the vehicles, which isn’t always the case with larger companies we have used previously. We look forward to working with you on another event soon.”


Want to find out more?

If you’d like to find out more about how we can help with your special event please contact us:

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0203 887 1367 or email us at
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