Milan hosts a large number of corporate events every year: conferences at Allianz MiCo, trade fairs at Fiera Milano in Rho, product launches during Design Week and Fashion Week, board meetings, incentive trips and gala dinners in historic venues. For the event manager, ground transport is one of many moving parts, and it is the one guests notice immediately if it goes wrong. This guide explains how we plan cars for corporate events and what information helps us deliver a smooth experience for guests and speakers.
Types of transport an event needs
Most events combine several types of transport. Airport arrivals and departures for speakers, VIP guests and delegates. Transfers between hotels and the venue, often at fixed times in the morning and evening. Cars at disposal for senior guests during the event. Evening transport to dinners or receptions in other parts of the city. Each has different requirements, and planning them together avoids gaps.
Airport arrivals for speakers and VIP guests
Speakers and VIP guests usually arrive on different flights at Malpensa, Linate or Bergamo. Each arrival is a separate pick-up with flight tracking, meet and greet in the arrivals hall and waiting time included: the first 60 minutes at Malpensa and Bergamo, 40 minutes at Linate. For an event with many arrivals, send us a list with names, flight numbers, arrival times, hotels and contact numbers. We coordinate the pick-ups and keep you updated if a flight is delayed.
Hotel to venue transfers
For the main event days, guests often need to move between hotels and the venue at fixed times. Fiera Milano in Rho is about 34 minutes from central Milan in normal traffic, and Allianz MiCo about 24 minutes, but during large fairs traffic around the venues is heavy. We plan departures with a margin and know the drop-off points at each venue. For groups, the Sprinter Luxury VIP carries up to eight guests at once; for larger numbers, several vehicles run on a coordinated schedule.
Cars at disposal
Senior guests, speakers or executives often need a car available throughout the day, to move between the venue, meetings and the hotel. An hourly booking keeps the car and the driver with them. The minimum is four hours, and hourly rates are on our chauffeur service page. For multi-day events, we can assign the same driver to the same guest every day, which guests appreciate.
Evening events
Gala dinners, receptions and evenings at La Scala often take place in the historic centre, where access for cars is limited. We plan the drop-off and pick-up points with the venue, and agree with you how guests will return to their hotels at the end of the evening, which is often the most complicated moment of the day: many guests leave at the same time, and they need to find the right car quickly.
What we need from the event manager
The most useful information is a single, up-to-date schedule: the list of guests with their flights and hotels, the timetable of the event, the venues and the expected numbers for each transfer. A single contact person on your side who can confirm changes quickly is very helpful. We send back a transport plan with vehicles, times and drivers, and update it as the event approaches.
On the day
During the event we stay in touch with your contact person and with our drivers. If a flight is delayed, a session runs late or a guest changes plans, we adjust. Drivers carry the guest list for their transfers and know who to wait for.
Invoicing
Every booking comes with an invoice, and for events we can provide a single invoice for all transport, broken down by day and service if your accounts need it. Prices are written and all-inclusive, with VAT, fuel, tolls and parking included.
Choosing the vehicles
For VIP guests and speakers, the Mercedes S-Class is the usual choice. The Mercedes E-Class works well for individual delegates. Small groups travel in the Mercedes V-Class, and larger groups in the Sprinter Luxury VIP. A mix of vehicles is common for larger events.
How to start
Send us the dates, the venues and an estimate of the number of guests and transfers. We reply with a first proposal and a written quote, usually within 30 minutes during the day, and refine it as your guest list takes shape.