Do I need a passenger name list to start the quote?

For an initial assessment, provide estimates by route and time. Any additional information needed will be agreed according to the service.

Is airport reception already included with the bus?

Reception and on-site support must be expressly included in the proposal. Raise these requirements when requesting your quote.

Can I enquire about vans and buses for the same schedule?

Yes. Provide the stages and passenger distribution so suitable categories can be assessed for each journey.

How to plan event transportation in Brasília

How to prepare an event transportation request in Brasília

Event transportation involves more than the total number of participants. Different hotels, airport arrivals and separate return times change the schedule. An organised request allows these requirements to be assessed before booking.

Published 6 November 2026 · 2 min read

Divide the operation into stages

Separate arrivals, hotel-to-venue journeys, intermediate departures and returns. For each stage, provide the date, pickup point, destination, required time and estimated passenger count. This helps identify simultaneous needs.

Do not use the total registration count alone to define transportation. Some participants may travel directly to the venue while others leave from different hotels. Identify who uses each route and what still needs confirmation.

Allocate participants to pickup points

List the hotels or meeting points and estimate how many people leave from each. Provide addresses and the time the group needs to arrive at the event. Submit any preferred pickup sequence for assessment.

For smaller groups or particular journeys, a van may be appropriate. Consider buses for participant transportation according to the schedule. Vehicle numbers and capacity are confirmed in the proposal after the groups and times have been assessed.

Organise hotels, groups, arrival times and return journeys to request a van or bus proposal for your event in Brasília.

Request an event transportation quote

Give airport arrivals their own schedule

Group flights by date and scheduled arrival time, distinguishing aircraft arrival from boarding the transportation. Disembarkation, luggage collection where applicable and gathering the group all need consideration.

Flights arriving close together do not automatically mean everyone can use the same vehicle. Submit the details for assessment. If you need reception, signage or on-site support, request these services and check whether they are included in the scope.

Define returns and exceptions

Provide the expected finish time and destinations after the event. Identify groups returning earlier, staying later or heading directly to the airport. If several departures are needed, detail the passenger distribution.

Make it clear if the finish time is still estimated. Waiting, extensions and changes need to be agreed in the booking conditions. A preliminary proposal may need revision when the schedule changes.

Check responsibilities and the schedule version

Identify who coordinates changes and who receives transportation instructions. Before sharing times with participants, check the schedule for the confirmed service. Avoid circulating different versions as though all were current.

Review proposed vehicles, routes, times and included support. VIP Brasília receives event van and bus enquiries on WhatsApp. You may send a preliminary schedule provided outstanding details are identified.