Roadshow logistics for multi-city event tours

This page is about event tours: a series of events in different cities, such as a customer roadshow, a product tour or a regional summit series, where a team and a program repeat from city to city. The transportation challenge is repetition with variation. The format is the same but the venue, airport, supplier and local rules change every time.

We approach it with a city playbook. The playbook defines what a standard stop looks like: how the crew arrives, how attendees are moved, where vehicles stage, who the dispatcher is and what the reserve is. For each new city, we adapt the playbook to the venue and the local supplier, confirm supply, and brief the local drivers on the format.

Roadshow movements are often a mix of crew and attendees. The traveling crew needs hotel, venue and airport runs, often at early and late hours, and sometimes needs to move between cities overnight. Attendees need shuttles or vehicles from their offices or hotels. Both are coordinated by one planning contact, even though the suppliers differ by city.

This is different from executive roadshows, where the focus is moving a small number of senior executives between investor or client meetings. For that, see the corporate roadshows solution. Here the focus is on events and the crowds and crews around them.