In my past blogs, I’ve shared that kids and teen programming/management has been the bread and butter of my career, but there is one other area that has been a key piece to my puzzle… transportation. Yep—transportation for several different events.
Working in events, I don’t think many people realize how important the behind-the-scenes logistics are, but those events absolutely depend on transportation. How do you think everyone gets to and from the event?
It all started when I was working as a consultant/contractor at Atlantis Paradise Island in the Bahamas. I was part of the Entertainment and Events team when I was asked to help with transportation. At first, I handled smaller events, which eventually led to major grand opening productions.
In the beginning, the assignment was simple—a small group of executives whose arrivals and departures I needed to coordinate to and from the airport. That meant working with a transportation company I could trust—one that would make my job easier and help ensure the success of the event.
Easy enough, right? Make sure your airport greeters are in the right places, communication is clear—especially with drivers—and that everyone can connect with the team waiting for arrivals at the resort. At that time, we had cell phones, but not smartphones—so there was no WhatsApp, which has now become the key tool for staying connected around the world.
As some of you know, Atlantis Paradise Island has several towers, so knowing exactly which tower guests were staying in or meeting at was essential. Nassau also welcomes commercial flights and private jets at different airports—which meant even more details to manage. And every detail mattered.
Soon after, I was asked back to serve as the transportation lead for several TV and movie productions. That meant coordinating arrivals and departures for production crews, celebrities, and special guests. You quickly become great friends with front desk agents, VIP services, Concierge teams, and the Airport Kiosk Desk. When things get hectic, you need everyone on your side.
Flights get delayed. Guests miss connections. You have to make sure that if someone misses a flight or arrives late, they don’t lose their reserved room. Some guests expect to be personally escorted through the airport without standing in lines. Others choose to ignore your recommended departure times from the resort and then require extra assistance once they reach the airport.
Then came the big ask: Would I be the transportation lead for the grand opening of The Cove Atlantis?
Little did I know what I was about to take on—but I said yes. I kept telling myself, this will be great experience.
The guest list was massive—celebrities, VIPs, VVIPs, executives, and high-roller casino guests. Life became completely insane at that point. Not everyone wants to ride together—even if they just spent two hours on the same flight. Some VIPs become instant friends and want to share rides, while others are accustomed to stretch limousines and won’t settle for a brand-new luxury SUV. All of these preferences and scenarios have to be discussed with the transportation company before the event even begins. You truly have to think through every possibility and hope that challenges remain minimal.
While guests were still arriving for one event, departures for others had already begun. Could we use coach buses? After spending several days together, would guests be willing to ride together back to the airport? How many would share transportation, and how many would require private cars? Was the airport team ready to assist with TSA, customs, and special requests? Did anyone require Fast Track services? If so, what information would we need ahead of time?
Some guests stayed one day. Others stayed for the full event—and then fell in love with the experience and decided to extend their stay. That meant going back to spreadsheets, adjusting departure details, and staying in constant communication with the transportation company and front desk to extend room reservations. Again, you had to think through every possible scenario.
One of the most valuable lessons I learned was the importance of working closely with the team managing guest rooms. My colleague and I made it a routine to sit down every morning, afternoon, or evening to review arrivals and departures to ensure room nights matched transportation schedules.
About a year later, I was asked to lead transportation for the grand opening of Atlantis The Palm in Dubai. Think twice the intensity—Hollywood, Bollywood, and more—plus an airport that operates 24 hours a day.
This meant working with a new transportation company, but thankfully I now had experience and knew the right questions to ask. I was especially grateful to have an Emirati partner who helped coordinate tarmac access for major VIP arrivals and expedited customs and immigration services. His connections and experience were invaluable—a true lifesaver.
That’s the other key—having a strong team to help pull off flawless arrivals and smooth departures. They need to feel empowered to make the right decisions, not be afraid to pull a few strings when needed, and keep communication flowing constantly among the group.
Still, there were always guests who wanted to leave the property for shopping or private tours, so having backup vehicles ready was essential. Someone wanted to go shopping. Someone needed a private driver. Someone requested a last-minute tour. The transportation lead quickly becomes the go-to person for everything, so keeping extra vehicles on standby was always a smart move.
One night, after the main event, I returned to my room thinking I might get a little rest before departures began at 4:00 a.m. Most guests were heading to the club for the after-party, so I thought I had a window of time.
At midnight, the phone rang. A VIP and friends needed cars to attend another after-party off the Palm. That’s when you realize—you are truly on call 24 hours a day.
Then, at 4:00 a.m., I found myself standing at the departure door greeting early travelers—while watching other guests return from the after-party just as departures were beginning. Oh, the joy.
One memorable moment from one of those early mornings still makes me smile. Around 4:30 a.m., Gerard Butler walked out looking for his car to the airport. He gave me a sweet kiss on the cheek and said thank you. Yes, I’ll happily drop that name—but it’s those small moments that keep you motivated through long days and sleepless nights.
Fast forward about 15 years, and Atlantis The Royal in Dubai was preparing to open. Once again, I was asked to lead transportation—working with Hollywood, Bollywood, and everything in between.
Shuttle buses transported production crews between Atlantis The Palm and Atlantis The Royal. VIP arrivals were coordinated through specialized airport concierge services with Fast Track assistance. There were countless meetings, walkthroughs, follow-ups, and bid reviews with transportation companies to ensure they had enough vehicles while still staying within budget.
And once again, the airport never slept.
The database that was supposed to link flights, rooms, and transportation needs ended up failing. To this day, I’m incredibly thankful that a couple of months earlier I had already started building my trusty transportation spreadsheets—the same ones I’ve relied on for so many of my events. Yes, at the time it meant a lot more manual work, but it worked, and it got me through. Sometimes those good old-school methods are exactly what bring a little comfort when things get stressful.
Then came another major request—along with multiple WhatsApp groups to manage. My team needed to report the make of each car, license plate numbers, guest counts, and luggage totals for every arrival. That way the Butlers at The Royal would know exactly what was needed at their end. When multiple flights landed in the middle of the night, sleep became nearly impossible. Celebrity assistants would call to say their client was landing in 30 minutes and ask exactly who would be meeting them. You had to be on your “A” game at all times.
And while arrivals were still underway, departures for others had already begun—and they expected the same level of service they received when they first arrived.
Some guests refuse to ride buses—until they see others doing it and suddenly decide the shuttle is perfectly acceptable. You advise guests to leave the resort three hours before their flight—and then they show up at the airport only an hour and a half before departure expecting everything to work out.
One situation that had me on edge for another event involved a charter flight with approximately 22 passengers. I had to coordinate vehicles to pick up each guest from different homes and hotels at precise times to ensure everyone arrived at the airport on schedule. That morning, I was up before sunrise, communicating with drivers and assistants to make sure every detail was covered. By the end of the event, the transportation company owner and I had become very close friends—and likely equally relieved when it was all over.
Transportation definitely has its highs—welcoming guests upon arrival and seeing them safely depart—but it also has its lows. There were moments of exhaustion, running on little to no sleep—especially in Dubai—and full-blown panic when cars didn’t arrive on time.
“Where’s the car? The guests are here—you said it would be here!”
And through it all, you keep moving—because in transportation, every minute matters.
But at the end of the day, you realize something very important: the event simply cannot happen without transportation.
It may not be the glitz and glamour side of events, but it is one of the most critical logistical pieces. There’s a lot of behind-the-scenes work, and you’re involved from beginning to end. It truly can be the blood, sweat, and tears of an event—with very little sleep.
And yet… for some crazy reason, I would probably do it again. LOL.
Favorite Quote: “The line between disorder and order lies in logistics” – Sun Tzu
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