Connecting people and places

Dear {{first_name}},

Thank you for contacting us and for the opportunity to work with you on such an amazing project.
This proposal sets out the only all-in-one place to plan, price, and book your group transportation. We can assure you that each of your guests will have reliable and comfortable transportation with a professional driver behind the wheel. 

Overview 

At our last meeting, you brought to our attention many concerns in regards to your event transportation:

• Creating a lot of traffic and confusion by having everyone come with their personal vehicles
• Lack of the parking area near the event
• Attendees will stay at various accommodations
• Attendees will arrive and leave from the event at various times
• Due to alcohol availability at the event, you would like to create a way for all the attendees to get back home safely  

Our proposal is here to make all of your logistics problems seem simple by taking care of the following:  

• Making sure all of your attendees arrive at the event and back safely
• Organizing a shuttle service
• Creating multiple pick-ups
• Allowing all of your attendees to be able to arrive and leave the event as they please
• Offering various options and amenities

We understand that due to the size of your event it is critical that transport works flawlessly. As our client, you will be provided with a team of industry experts who specialize in planning and delivery of your perfect event transportation plans.

From skyline to shoreline

Our team is dedicated to giving your guests the best travel experience possible.  Here is what we’ve got planned:

Route details

Route details are planned by our project coordinators in order to reach all of the partner hotels we agreed on, out of the venue clusters and events, and if the need arises, even airports. We will work on making your event as easily reachable as possible while keeping in mind not to overload the traffic.

City permits

As we already discussed, considering the size of your event, finding a way to organize the best loading and parking logistics will have to come hand-in-hand with various city permits. Our logistics team will check all of the pick-up and parking locations and make sure they are ready to use.

Staffing and workforce

Another thing you brought to our attention was the lack of availability of a professional workforce. We can assure you that our company has a specialized transportation staff that will satisfy your requests with the best in industry. Our wide-reaching network provides us with plenty of professional operators that will be at your service throughout the whole 3 days of the event. Booking with us assures you that your guests will be taken care of by reliable, safety-minded, and dedicated individuals.

Transportation options

Due to the size of your event, it would be best if we use the buses only and leave the minivans aside. Our team of experts will find the best selection of buses for your special guests. With the approximate number of attendees you have provided, we will make sure to have charter bus services for every day of the event. Our next step would be to determine how many shuttles will run each route as well as how often they will go.

Our management program

One of our main goals is to support you through the entire process by providing a set of services to make your operations run the best way possible. That said, our team will be at your disposal at all times. By using our knowledge, global experience, and utilizing the latest technologies, we are hoping to remain your “go-to” resource in developing the best transportation solutions.

Extras

You mentioned wanting to make sure that nobody misses out on this event due to any kind of mobility issue. Therefore, if needed, we will add an accessible charter bus equipped from anything from wider aisles to wheelchair lists.

Plan of action 

After you sign this proposal, we will schedule a follow-up meeting to finalize the plan and gather all the necessary information before beginning with a project.

Our suggested schedule would be as follows:  

Week 1
In the next few days, you will hear back from one of our project coordinators who will present you with the basic requirements for this project.  

Week 2
During the following week, we will contact all of the hotel partners and organize the best pick-up route, as well as organize the test drive.  

Week 3
Left for tailor-made improvements and finalizing the details.

From our portfolio

The owner of “Morgan & Morgan” events found himself hitting a wall when their first festival grew way beyond their expectations. It reached the point where they needed outside help from professionals to work out transportation logistics.

The solution and the outcome 

Your company name   was able to completely take over and run their transport operations. Due to our attention to detail, their own event team did not have to worry about logistics at all. We coordinated operational meetings with all parties involved, from permit providers to hotel partners, and law enforcement. We were supporting all airport arrivals and departures and ensured everything runs perfectly. Your company name   provided the staff and management support through the entire duration of a festival, delivering safety and efficiency to the benefit of Morgan & Morgan, as well as all of the festival attendees.

A few words from Dave

 “Initially, we planned to ensure enough parking space for our festival attendees. As our audience grew bigger, we realized the logistics were way beyond our knowledge and abilities. We were fortunate to have found John and the Your company name. Their highly professional team was easy to work with and they ensure the entire process ran efficiently. It was a huge contributor to our success; we could not have asked for a better partner.”

- Dave | Morgan&Morgan - 

Your investment

Many companies work by adding commission to every step of the way. We work by arranging a set fee per job and getting it done. As simple as that.

Our big charter buses will be perfect for busy periods, times when the majority of guests will arrive/depart the festival.  

The minibusses will be perfect for less busy periods, making sure that late arrivals and early departures are still taken care of.

"Working with Your company name  seemed too easy to be true. They operated central components while consistently maintaining professional and developed an amazing plan addressing all modes of transportation. We are excited to work on other projects in this year and beyond!"   

- Sheila | XYZ Events

Delivering on your company's vision

It goes without saying we want to help your guests arrive on time - and more importantly, arrive happy.

Sign below

To make the following steps as simple as possible: 

1. Simply type your name in the box below and click “Sign Proposal”.
2. We will send you an invoice for 30%.
3. Once the deposit was received, we will schedule a meeting to finalize the plans. 

We can’t wait to start working on your perfect event transportation plans.

Terms and conditions

USER DISCLAIMER (Please Delete): This agreement may not be suitable for your circumstances and we recommend you seek legal advice before using it. Better Proposals does not take any responsibility for any events that arise as a result of your use of this agreement.

1. Effective Time of Contract  

Quotes & Invoice/Contracts provided by Your company name  are based on the availability of vehicle(s) and driver(s) from within our network at the time of provision of such a quote.  Failure of Customer to sign and send back Sales Order/Invoice/Contract promptly can result in unavailability.  Further, Your company name  shall reserve the right to decline the provision of services in the event that a suitable operator cannot be confirmed for Customer’s service at or below the price indicated on the contract. The customer does not have a binding commitment on the part of Your company name until the Customer’s signature on the Sales Order/Invoice/Contract. days, the contract will be deemed null and void.

2. Payment   

The final payment for charter service is due and payable at least thirty (30) days in advance of the first date of service.  In the case of bookings, more than 30 days prior to the event, a 30% deposit should be paid upon confirmation of the service.  When making payment, the Customer should indicate on its check or another mode of payment, the Sales Order/Invoice/Contract number to ensure proper credit. In the case of bookings less than 30 days prior to the event, full payment will be due upon booking. Late payments, payments made after the agreed and specified payment date, will be subject to a daily interest charge.

3. Collection

Customer agrees to pay all costs, expenses, collection, and attorney’s fee, as allowed by law, either expected or incurred by Your company name  due to any breach or default by the Customer of any terms of this contract.

4. Security Deposit 

The customer agrees that the Operator has the sole and exclusive right to determine the extent to which security deposits may be refunded. Vehicles will be subject to inspection after the service by the Operator, upon which such determinations shall be made.

5. Standard of Care 

Our service providers are carefully selected. Your company name   confirms that all transportation service providers used for Customer’s services are registered and insured and have no unsatisfactory ratings. Further, all drivers are confirmed as safe drivers by our providers.  Equipment furnished by the service provider is inspected before being assigned to the charter service for mechanical reliability. The vehicles provided will accommodate the number of passengers specified in the Customer’s order.

6. Changes; Additional and Unforeseen Costs  

Any change in service at the request of the Customer that results in an increase in miles or hours over that of the contracted service shall result in an additional charge. The customer agrees to sign the trip sheet upon the request of the driver for confirmation of service completion time. Tolls, parking charges, driver accommodations in the event of an overnight trip, etc., will be the responsibility of the Customer unless otherwise stated. Your company name will notify the Customer of any anticipated additional charges that may be expected to be incurred at the time of the original order.  Any additional fees unforeseen prior to the departure of the charter are the responsibility of the Customer.  

7. Personal Items of Passengers  

The customer hereby acknowledges that neither Your company name nor the service provider shall have any responsibility whatsoever for any personal property of the passengers.  Baggage and all other personal property will be handled only at passengers’ own risk. Passengers’ baggage shall be carried subject to the available accommodations (as determined solely by the service provider) provided by interior and/or exterior racks.  Personal items of passengers are loaded and transported at the sole risk of the passengers.

8. Damage to Transportation Equipment  

The customer hereby agrees to assume responsibility for and to reimburse Your company name for the costs associated with any damage to the transportation equipment/vehicles supplied by or through Your company name caused by passengers.

9. Conduct of Passengers

Passengers shall not interfere with the operator in the discharge of his/her duty or tamper with any apparatus or appliance on the vehicle.

10. Limitation of Liability  

Customer agrees that Your company name shall not be liable to Customer for special, indirect, incidental, or consequential damages, and Customer hereby disclaims such damages to the full extent such may be disclaimed, even if Your company name  has been advised of the possibility of such damages, except in the case of gross negligence or willful misconduct of Your company name.  In no event shall Your company name  be liable for any loss in excess of the price paid for the charter for any reason whatsoever.  Any and all complaints must be submitted in writing within five (5) business days after the date of the event or shall be waived by the Customer.

11. Force Majeure 

The time of arrival at the starting point, stop-over point, destination, or return to point of origin cannot be guaranteed. Service providers are carefully selected and have instructions to drive at all times at a speed within the limits prescribed by law and compatible with safe operation. Unusual road, traffic, and weather conditions are beyond the control of Your company name, and the service provider and delays occasioned by the same will not be the responsibility of Your company name  or the service provider. Your company name shall not be liable to Customer for delay or non-performance resulting from mechanical failure, road or weather conditions, labor difficulties, or any other causes or circumstances beyond its control.

12. Cancellation Policy  

Cancellations must be received in writing by either fax or email. The customer shall receive a full refund for cancellations made more than 30 days prior to the date of service.  There shall be no refund, however, for cancellations made within 30 days prior to the date of service.  A change in date of service shall be deemed a cancellation.

13. ADA / SPAB Notice  

Any group that requires an ADA accessible or SPAB Certified bus and driver is requested to inform Your company name  in writing at the time of the reservation.      

14. Entire Agreement  

These Terms and Conditions, together with Your company name   Invoice/Contract, constitute the entire agreement of the parties with respect to the subject matter hereof and supersedes any other promises, representations, or conditions in any other agreement, whether oral or written.  These Terms and Conditions may be modified or amended only in a written instrument signed by both parties.

Questions?

Contact me | (+44) 12567 678 468