Event Planner Taxi Transport Across the UK

How do we handle delegate lists of fifty or more people? You import the guest list as a CSV or Excel file. We accept exports directly from Cvent, Bizzabo, Eventbrite, Hopin, Airtable and Google Sheets, or a plain spreadsheet with the columns first name, last name, pickup address (or postcode), pickup date, pickup time and vehicle class. Optional columns cover mobile number for SMS confirmations, cost code for cross-client billing, accessibility notes for the driver, and a group ID if two or more delegates should travel together. Each row becomes an individual booking record with its own reference, its own driver, its own live-tracking link and its own line on the monthly invoice. Once imported, the coordinator running the event sees every ride laid out on a timeline view, colour-coded by status, from the first airport pickup to the last drop-off back at the hotel on the closing night. ## Can you coordinate multi-pickup routes for scattered guest lists? Yes. If several delegates are staying at the same hotel or clustered in nearby postcodes and heading to the same venue, we group them into one MPV or 8-seater minibus run with sequenced pickups. In the CSV you tag them with a shared group ID; our routing engine orders the pickups optimally and briefs the driver. For weddings and conferences with multiple hotel pickups feeding one venue window, this cuts the number of vehicles needed compared with booking one taxi per delegate separately, without sacrificing individual live-tracking links for each named passenger. If a delegate cancels, they drop off that run without disturbing the others. ## What vehicle classes are available for event transport? Our fleet covers saloon (up to four passengers, standard business travel), executive saloon (Mercedes E-Class or equivalent for VIPs and senior speakers), MPV (five to seven passengers with luggage — the workhorse for delegate groups), 8-seater minibus for larger groups, and wheelchair-accessible vehicles on request. You choose the class per row in the CSV and the fleet is allocated automatically. For events with talent or C-suite arrivals, you can add a note to a booking — for example luggage assistance needed — and we'll do our best to brief the assigned driver accordingly. ## How are event bookings invoiced and reconciled against a client PO? Every ride runs on your corporate account with no driver payment on the day. On the 1st of the following calendar month, one PDF invoice arrives covering every completed ride in the previous month, VAT itemised per journey at the UK standard rate of twenty percent, gross and net totals broken out by cost centre. If you tagged each event with a client PO number and cost code at import, the invoice splits by cost centre so you can raise separate re-billing invoices to your end clients. Alongside the PDF you can download a CSV formatted for Xero, QuickBooks Online, Sage 50 or FreeAgent, so your finance team can reconcile the transport line against the event budget without manual data entry. HMRC-compliant VAT receipts are downloadable per ride if a client requests documentation for a single journey. ## Can event planning agencies book on behalf of clients under separate accounts? Yes. Agencies typically hold one master corporate account with sub-accounts per end client. Each sub-account has its own cost centre, PO number, invoice recipient and reporting scope. That lets you re-bill transport upstream with a clean audit trail, keeps client budgets ring-fenced from one another, and means an intern working on Client A's event cannot accidentally book against Client B's cost code. The master account holder sees consolidated reporting across every sub-account; each sub-account admin sees only their own rides. ## What happens if a delegate's flight is delayed or a conference session overruns? Airport pickups are flight-tracked automatically. If the inbound flight is delayed, the driver is re-scheduled to the actual landing time at no extra charge, and the event coordinator receives a portal notification and optionally an SMS. If the delegate misses the flight entirely, the ride can be cancelled or rebooked in the portal without contacting our support line. For sessions overrunning at the venue, the coordinator can push back a scheduled outbound pickup by ten, twenty or thirty minutes in one click, and every affected driver is re-briefed. Short delays are generally absorbed at no cost; longer waits are charged at the standard wait rate shown at booking. ## Which UK cities and event venues do we cover? We operate across the UK. Coverage is strongest in London, Manchester, Birmingham, Leeds, Bristol, Edinburgh, Glasgow, Liverpool, Newcastle, Cardiff, Sheffield, Nottingham, Southampton, Brighton and Cambridge, with reliable regional coverage in Oxford, Reading, Milton Keynes, York and Bath. All major UK airports are served: Heathrow, Gatwick, Stansted, Luton, London City, Manchester, Birmingham, Edinburgh, Glasgow and Bristol. For events at venues with specific access arrangements — a service entrance, an internal drop-off point — add the detail as a note on the booking and we'll brief the assigned driver. ## How do we compare to hiring a coach or a dedicated event transport firm? Honestly, it depends on the shape of your event. For fifty delegates all arriving at one hotel from one airport inside a two-hour window, a single coach charter is usually cheaper per head than distributed taxi coverage — and if that is your scenario, we will say so. Where distributed taxi and MPV coverage tends to win is for scattered arrivals across a whole day, delegates arriving from multiple UK airports, VIPs who need private cars rather than shared coaches, or events where delegates depart at different times over an evening. Dedicated event transport firms typically match our fleet flexibility but at higher unit cost because their pricing includes on-site coordination staff you may not need for smaller events. We are happy to price both options and refer you elsewhere if a coach charter is genuinely the better fit. ## How do you protect delegate personal data under GDPR? Delegate personal data imported into CabsOn is held under a Data Processing Agreement we sign with your organisation before the first import. Data is stored on UK infrastructure with encryption at rest, retained for six years to satisfy HMRC record-keeping requirements, then purged. Delegates receive only their ride confirmation and tracking link — never marketing communications from CabsOn. Right-to-erasure requests submitted through your team are actioned within thirty days; we remove personal identifiers from the ride record while retaining the anonymised financial line for statutory accounts. Our data processor list is available on request and covers standard subprocessors including our SMS gateway and mapping providers, all UK or EEA hosted.