Page 6 - Proposal by Hello! Destination Management

Our Approach to Transportation Logistics

• Our account manager stays in constant communication with you or your transportation lead via texts or phone
calls as busses depart the airport with number of attendees. They check in multiple times a day with flight
changes or schedule changes and immediately notify you if any concerns occur.

• Lost Luggage – If a guest reports luggage is missing, we notify the client immediately and escort the guest to
the counter of the airline to fill out a claim. We work with the client, airline, and guests for the best support
whether that be providing additional transportation back to the airport to retrieve luggage, or work with the
airline for delivery to the hotel.

• We have ADA vehicles that can assist guests with disabilities. These vehicles can hold up to 1-2 wheelchairs
plus additional guests. The account manager can book these in advance with notification, but we can provide
our contact information on the arrival instructions to assist 24 hours before the flight as well.

• We book all buses directly into the reservation system and include specific notes as it relates to locations,
drop-off and pick-up.

• We work closely with our convention services teams to share our transportation plan and approach.

• In advance of the program operation, we fill out a bus grid with bus companies and #’s, driver name
and cell numbers (if applicable); this is what we use when they arrive to check-in for us to verify. All
bus drivers go through a criminal background check and receive significant training. Additional
measures are taken to protect the safety of the attendees such as:
o Real time safety monitory system has been added to motorcoaches. This monitors drivers’
performance with sensors and tracks driver inside actions via AI cams. They are praised and
counseled based on performance to maintain top quality and trained drivers.

• We work with Reedy Creek Improvement District and share our transportation plan to ensure support is
provided on the main roads if deemed necessary.

• Before each transfer, we hold a staff briefing to review details, provide maps, driver instructions and all
relevant details as it relates to that particular movement. This happens one hour prior to the start of the
movement.

• The lead staff checks in each driver and reviews again the above details – provide instructions with maps,
discuss location drop-off, where to stage etc. We provide instructions to the location as well as back to the
hotels. This includes alternate routes to prep for any road closures or detours.

• We stage and load buses across the covered convention area with a lane in the middle to allow for vehicles to
pass through as needed.

• Transportation Plan – Our team of logistics experts take steps ahead of operation to ensure a
seamless transporation service plan. The sample overview below shows how we would execute
departures from the Convention Entrance noting vehicle and staff placement.

Between January 1, 2024 - July 31, 2024, our team has successfully managed 10,578 vehicle transfers for
our clients. With years of experience, expansive partnerships with a large network of suppliers, and over
200 Field Staff, we stand excited and ready to provide excellent service to you and your guests.

Hello! Florida Destination Management 2508012XC | Thursday, November 21, 2024 | Page | 6