Corporate event transport is one of those things that looks straightforward until it isn't. A vehicle that doesn't show, a driver who doesn't know the venue entrance, an invoice that doesn't match your PO system — these are the details that fall through the cracks. This checklist covers every stage, from initial planning through to post-event invoicing.
Phase 1 — Six Weeks Before the Event
Planning Phase
Lock in the fundamentals
- ✓Confirm total attendee count — add 10% buffer for last-minute additions
- ✓Identify all pickup locations (offices, hotels, car parks) with full addresses
- ✓Confirm venue address and any specific vehicle entrance or drop-off bay
- ✓Check venue vehicle access — height restrictions, turning radius, bay availability
- ✓Determine whether a return trip is required and if timing is fixed or flexible
- ✓Check whether this is a one-off or recurring (ongoing contract) requirement
- ✓Get a fixed-price quote from B.H.B — call 0415 203 437 or use the online form
Phase 2 — Four Weeks Before
Booking Phase
Confirm and secure your booking
- ✓Review and confirm your fixed-price quote (vehicle, driver, insurance, fuel, tolls all included)
- ✓Confirm invoicing requirements — entity name, PO number, cost centre
- ✓Pay deposit to lock in the vehicle and driver for your date
- ✓Confirm booking in writing and save your booking reference
- ✓Brief your accounts team on expected invoice amount and format
Corporate Invoicing Tip
Tell B.H.B your invoicing requirements at the time of booking — not after the event. This ensures the invoice arrives correctly formatted for your accounts system, including GST breakdown, cost centre coding, and entity name. Monthly consolidated invoicing is available for ongoing corporate contracts.
Phase 3 — One Week Before
Confirmation Phase
Confirm all details and brief your team
- ✓Re-confirm final attendee count with event organiser — update B.H.B if significantly different
- ✓Confirm exact departure time — working backwards from required venue arrival
- ✓Nominate a day-of contact person for each pickup point
- ✓Send guest communication: exact pickup address, departure time, contact name and number
- ✓Confirm venue parking/drop-off arrangements with the venue directly
- ✓Check Brisbane traffic for any known disruptions on the event date
- ✓Confirm return trip time and any flexibility requirements with B.H.B
Brisbane Traffic Considerations
- Weekday peak hour (7–9am, 4–6:30pm): Add 20–30 min to any CBD route
- South Bank and BCEC: Allow extra time — narrow access and heavy pedestrian traffic
- Suncorp Stadium events: Allow 30–45 min extra on event days in either direction
- Brisbane Airport peak times: Allow 35–45 min from CBD rather than the usual 20 min
Phase 4 — Day Before the Event
Pre-Event Phase
Final checks
- ✓Re-send guest reminder with pickup address, time, and contact number
- ✓Confirm driver details with B.H.B (name, contact number)
- ✓Save driver contact number in your phone
- ✓Confirm final passenger count one last time and advise B.H.B of any changes
- ✓Brief your day-of contact at each pickup point on their responsibilities
Phase 5 — Day of the Event
Event Day Phase
Execution
- ✓Contact person at primary pickup ready 10 minutes before departure
- ✓Check in with driver on arrival — confirm route and any updates
- ✓Have your day-of contacts at each pickup point available by phone
- ✓Communicate any late arrivals to the driver immediately — the bus should leave on time
- ✓Confirm return pickup time with driver at venue arrival
- ✓At event end — confirm group is complete before departure
Phase 6 — After the Event
Post-Event Phase
Admin and review
- ✓Receive and review GST-inclusive tax invoice from B.H.B
- ✓Approve for payment within agreed terms
- ✓Save B.H.B as a preferred supplier for future corporate events
- ✓Note any feedback on timing, vehicle, or driver for future reference
- ✓Enquire about ongoing contract rates if this is a recurring requirement
📋 Master Corporate Transport Checklist
6 Weeks Before
- Attendee count confirmed (+ 10% buffer)
- All pickup addresses confirmed with full details
- Venue access confirmed for your vehicle size
- Return trip requirements determined
- Fixed-price quote obtained from B.H.B
4 Weeks Before
- Quote confirmed and booking secured with deposit
- Invoicing requirements confirmed (entity, PO, cost centre)
- Booking reference saved
1 Week Before
- Final count re-confirmed
- Departure time locked in
- Day-of contacts nominated at each pickup
- Guest communication sent (address, time, contact)
- Venue drop-off arrangements confirmed
Day Before
- Guest reminder sent
- Driver name and number saved
- Final passenger count confirmed
Event Day
- Contacts at pickups ready 10 min early
- Driver briefed on route and any updates
- Return pickup time confirmed with driver
After the Event
- Invoice received and approved
- B.H.B saved as preferred corporate supplier
Frequently Asked Questions
For major corporate events, conferences, and gala dinners, book at least 4–6 weeks in advance. For events during peak periods (November–January, major conference dates), 6–8 weeks is recommended as vehicles book out quickly.
Yes. B.H.B issues GST-inclusive tax invoices for all bookings. We accept purchase order references, can address invoices to your preferred entity, and offer monthly consolidated invoicing for ongoing corporate contracts.
Yes — B.H.B regularly coordinates multi-vehicle fleets for large corporate events. We manage shuttle loops, staggered pickups, and multiple collection points. Call us to discuss your specific requirements.
You'll need: event date, attendee count, all pickup locations, venue address, approximate departure time, return trip requirements, and any invoicing specifications. The more detail you provide, the more accurate your fixed-price quote will be.