Tourism Gala 2011

AirportShuttle-Minibusz gave birth to a new tradition: it has escorted the attendees of the Tourism Gala and Grand Opening to the event and then back for the second time in a row. Of a little more than a thousand attendees, 317 have chosen to use the free gala-transfer possibility, thus experiencing the expertise behind the everyday logistical work that is quintessential in the flawless execution of passengers from such grand events.

Last year transfer requests were sent by e-mail, to which the Call Center operative responded with an e-mail containing the pick-up time. This method was more or less okayish, but it worked, and the proof are the hundreds of escorted guests who have contently left our vehicles when they arrived to the Palace of Arts.

Nothing could reflect better the success of this initiative, than the mere fact that in 2010 twice as many used the AirportShuttle minibuses to get home after the gala had ended than to get to the actual event.

Using the gathered experiences of 2010, the AirportShuttle-Minibusz Team has further improved the „gala-transfer” concept. The invited were given access to an online interface, which was only accessible with actual invitation card, as the Last Name and the Invitation ID were required to log in to the website. After that only an address, an e-mail address,a mobile phone number and the full name were required to organize the escort of the guests.

After the transfer request has been recorded, a confirmation e-mail was automatically dispatched, and at the same time the details of the reservation were made present in the custom-built gala management software. The pick-up time for all of these transfers were: 2011-02-01 ??:??. This wasn't a program error, in fact it served the purpose of speeding up the administration of the gala guests, and ultimately for everyone to reach their destination on time.

As the organizers requested, all attendees had to arrive to the Palace of Arts between 18:00 and 18:30 o'clock, so that the registration procedure could be done by 19:00 o'clock - the start of the Opening Event.

In the afternoon of the 31st of January, the gala-transfers' had all received a pick-up time assigned by the AirportShuttle-Minibusz Dispatcher, who was in charge of organizing them based on the pick-up address. This time was written in place of the question marks, after which the software automatically sent an SMS to the mobile phone number given in the reservation with the pick-up time.

After the transfer administration, all drivers were sent the exact pick-up details (who to pick up and where) to their onboard shuttle communication devices at 17:00 o'clock on the 1st of February. The reservations for those who wanted to go back home with us were handled by the makeshift mobile AirportShuttle-Minibusz Desk installed to the lobby of the Palace of Arts.

Last year transfer requests were sent by e-mail, to which the Call Center operative responded with an e-mail containing the pick-up time. This method was more or less okayish, but it worked, and the proof are the hundreds of escorted guests who have contently left our vehicles when they arrived to the Palace of Arts.

Nothing could reflect better the success of this initiative, than the mere fact that in 2010 twice as many used the AirportShuttle minibuses to get home after the gala had ended than to get to the actual event.

Using the gathered experiences of 2010, the AirportShuttle-Minibusz Team has further improved the „gala-transfer” concept. The invited were given access to an online interface, which was only accessible with actual invitation card, as the Last Name and the Invitation ID were required to log in to the website. After that only an address, an e-mail address,a mobile phone number and the full name were required to organize the escort of the guests.

After the transfer request has been recorded, a confirmation e-mail was automatically dispatched, and at the same time the details of the reservation were made present in the custom-built gala management software. The pick-up time for all of these transfers were: 2011-02-01 ??:??. This wasn't a program error, in fact it served the purpose of speeding up the administration of the gala guests, and ultimately for everyone to reach their destination on time.

As the organizers requested, all attendees had to arrive to the Palace of Arts between 18:00 and 18:30 o'clock, so that the registration procedure could be done by 19:00 o'clock - the start of the Opening Event.

In the afternoon of the 31st of January, the gala-transfers' had all received a pick-up time assigned by the AirportShuttle-Minibusz Dispatcher, who was in charge of organizing them based on the pick-up address. This time was written in place of the question marks, after which the software automatically sent an SMS to the mobile phone number given in the reservation with the pick-up time.

After the transfer administration, all drivers were sent the exact pick-up details (who to pick up and where) to their onboard shuttle communication devices at 17:00 o'clock on the 1st of February. The reservations for those who wanted to go back home with us were handled by the makeshift mobile AirportShuttle-Minibusz Desk installed to the lobby of the Palace of Arts.

Who had selected the option "I would like a return transfer home" at the time of making an online reservation, those passengers' data were instantly in front of the hostesses at the event, thanks to the modified management software. Meaning, that the guests who wanted a ride home from MÜPA only needed to tell us their names, because all other data - along with their destination address - were instantly available.

The dispatcher organized together those guests who had their destination addresses on the same route, and with a click of a button, the finished transfer job was sent to the display of the communication device inside the minibus, which was waiting outside the Palace of Arts, so that the driver knew exactly who should be escorted where.

The attendees of the afterparty were presented the option of being escorted with a bus every 30 minutes - capable of escorting 50 passengers at once - which was and still is a part of the AirportShuttle-Minibusz fleet.

As it has turned out the punctual organization was necessary, because this year, 317 guests thought about travelling to the Palace of Arts or getting home from the gala with the vehicles of AirportShuttle-Minibusz.

All this process – which has especially been developed for this event – which is making the online reservation and sending a confirmation, organizing the transfer jobs and then executing them, is essentially the daily work of AirportShuttle-Minibusz. Some should consider it „airport transfer light”. With a little bit of cheating: although the reservation had a price tag on them in our system, the passengers weren't actually charged for being escorted, as AirportShuttle-Minibusz provided its' service free of charge being the exclusive sponsor of the Tourism Gala and Grand Opening.

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