Getting the transport right for an event is one of those things nobody talks about until something goes wrong. A bus that doesn't arrive, a group split across three rideshares, a venue access road that a 50-seater can't fit down — these are the kinds of problems that sour an otherwise excellent event. This guide covers everything B.H.B has learned from years of event transport across Brisbane and South East Queensland.
Step 1 — Confirm Your Passenger Count (and Add a Buffer)
Count heads, then add 10–15%
RSVPs and actual attendance rarely match. For corporate events and galas, assume 10–15% more than confirmed. For school excursions and sporting groups, actual numbers tend to be more reliable — but still account for a few last-minute additions. A bus that's slightly oversized is far better than one that can't fit your group.
Vehicle Sizing Quick Reference
| Group Size | Recommended Vehicle | B.H.B Rate (from) |
|---|---|---|
| Up to 14 | 14-Seat Minibus | $120/hr GST inc. |
| 15–24 | 21 or 24-Seat Minibus | $130–140/hr GST inc. |
| 25–33 | 28 or 33-Seat Coach | $150/hr GST inc. |
| 34–43 | 38–43 Seat Coach | $150/hr GST inc. |
| 44–57 | Full-Size Coach | $180/hr GST inc. |
| 58–80 | Maxi Coach | $180/hr GST inc. |
| 80+ | Multiple vehicles | Contact us for fleet quote |
Step 2 — Map Your Pickup Points and Route
One pickup or many?
The more pickup points, the longer the route — and the earlier you need to start. For corporate events where guests are coming from the same office, one pickup is easy. For galas, weddings, or conference shuttles where guests are spread across the CBD and inner suburbs, plan a route that sweeps efficiently and builds in time between stops.
Key things to confirm for each pickup point:
- Street address and any specific entrance or bay (e.g. "hotel forecourt, not the main entrance")
- Whether there is enough clearance for your vehicle size — a 57-seat coach needs significantly more room than a 14-seat minibus
- Estimated boarding time — how long will it take your group to get on the bus at that location?
- A contact person at each pickup point who can be called if the driver needs guidance
Step 3 — Plan Your Timing (and Add Buffers)
Work backwards from your arrival deadline
Start with the time you need to be at the venue, then work backwards through travel time, boarding time at each pickup point (allow 5–10 minutes per stop for a group to board), and a 15-minute traffic buffer for Brisbane peak hour. If your event starts at 7pm and you're coming from the CBD, you want the bus to leave no later than 6:15pm — not 6:55pm.
Brisbane Traffic Timing Guide
- Brisbane CBD to Suncorp Stadium: 10–15 min off-peak, 25–35 min peak hour
- Brisbane CBD to BCEC (South Bank): 10 min off-peak, 20 min peak
- Brisbane CBD to Brisbane Airport: 20 min off-peak, 35–45 min peak
- Brisbane CBD to Gold Coast: 60–75 min off-peak, 90+ min Fri afternoon
- Brisbane CBD to Sunshine Coast: 90 min off-peak, 2+ hrs Friday afternoon
Step 4 — Confirm Venue Access for Your Vehicle
Check height, width, and turning radius
Not every venue can accommodate a full-size coach. Before confirming your vehicle choice, check with the venue whether there is coach access, loading bays, or restrictions on large vehicle access. B.H.B drivers know Brisbane's major venues well — mention the venue when you request a quote and we'll flag any known access considerations.
Step 5 — Plan the Return Leg
Return transport is often forgotten until it's too late
Many event organisers nail the outward journey and forget to lock in the return until the night before — by which point vehicles may not be available. Book the return at the same time as the outward journey. If your event has a hard finish time, great. If it's flexible, discuss a "latest departure" time with B.H.B so your driver is briefed and ready.
For multi-venue events or long nights, you may want to arrange a mid-event shuttle and a final-departure run. B.H.B can plan both into a single quoted rate — just include the detail in your enquiry.
Step 6 — Brief Your Guests
Good communication prevents 80% of day-of problems
Send a clear message to your group at least 24 hours before the event with: exact pickup address (not just the suburb), exact departure time (and stress that the bus will leave on time), who to contact if they're running late, and where the bus will be parked if the venue has multiple entrances.
Step 7 — Large Groups & Multi-Vehicle Coordination
Groups over 80 need fleet coordination, not just a bigger bus
For events with 80+ guests, the approach changes from "find a bigger vehicle" to "coordinate a fleet." This means planning shuttle loops (the vehicle does multiple runs rather than one big trip), staggered departure times, and a central coordination point on the day. B.H.B has managed transport for events with 2,000+ passengers — contact us to discuss fleet coordination for large events.
Event Transport Checklist
Use this before confirming your booking:
- Confirmed final passenger count (+ 10–15% buffer)
- All pickup addresses confirmed with access checked
- Departure time set (working backwards from arrival deadline)
- Traffic buffer added (15–30 min depending on route and time of day)
- Venue access confirmed for your vehicle size
- Return transport booked at the same time as outward journey
- Guest communication sent (pickup address, time, contact person)
- Contact person nominated at each pickup point
- Quote confirmed as fixed-price GST-inclusive
- Deposit paid to secure the booking