A leading international event management company was entrusted with organizing one of the most prestigious business summits of the year—hosting hundreds of VIPs, global delegates, and high-profile guests from across the world. While the logistics of the event were vast and complex, the biggest challenge lay in managing transportation seamlessly across flights, hotels, and the venue, without compromising on guest experience.
The Challenge
Transporting VIP guests, international delegates, and organizing crew from various points across the city—airports, hotels, and multiple event venues—was a logistical maze. Manual coordination meant high chances of delays, miscommunication, and potential reputational damage.
Specific issues included:
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No Centralized System: Guest bookings, dispatches, and driver coordination were managed manually, causing overlaps and delays.
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Lack of Real-Time Visibility: Tracking vehicle status and guest movements was nearly impossible.
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Communication Gaps: No unified platform for guests, drivers, or coordinators to stay in sync.
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No Branded Experience: The absence of a white-labeled digital platform diluted the premium feel of the event.
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Complex Billing: Multiple service types and rates made accurate invoicing difficult.
The Zoyride Solution
Zoyride stepped in with its Event Transport Management Solution, custom-configured and white-labeled for the client. Our platform helped them plan, assign, and monitor every leg of each guest ’s journey, with an experience that matched the event’s premium standards.
Key deliverables included:
Guest-Facing Mobile App
Each delegate received access to a branded mobile app, where they could:- View personalized itineraries including flights, hotel info, and transport schedule
- Track real-time cab or shuttle arrivals
- Communicate directly with their assigned driver
- See Point of Contact (POC) details for instant assistance
Admin Dashboard for Event Team
The event organizers could:- Create, assign, and update transport bookings instantly
- Manage multiple routes, time slots, and VIP categories
- Monitor live status of rides, no-shows, and trip completions
- sAccess quick reports for audit and performance
Driver App
All drivers were provided an app to:- View trip schedules
- Receive live updates
- Communicate with guests or support staff
- Navigate routes with integrated GPS
White-Labeled & Seamless
All apps were fully branded under the event’s identity, providing a unified digital experience that matched the class and scale of the summit.
The Results
With Zoyride’s AI-powered event transport platform, the client achieved:- 100% guest adoption of the mobile app
- 40% improvement in vehicle scheduling efficiency
- Zero missed pickups or major delays
- A professional, branded experience that impressed both attendees and organizers
- Real-time coordination that enabled smooth, stress-free event operations
Conclusion
Whether it’s a political summit, a corporate gala, or a cultural mega-event, Zoyride empowers event organizers to handle guest mobility at scale—efficiently, intelligently, and impressively. When reputation is everything, our event mobility management software ensures no detail is missed.