Our comprehensive approach to transportation operations ensures efficient, high-quality, and memorable transportation experiences for clients, whether for a corporate event, festival, or any other large-scale gathering. Our services include: 

‍
Transportation Sourcing

‍Vendor Selection and Negotiation: Identifying reliable bus and transportation vendors to match the specific needs of clients. This involves negotiating contracts, securing the best rates, and ensuring alignment with budgetary requirements.

Fleet Options and Customization: Offering a range of vehicles (e.g., luxury coaches, minibuses, shuttle buses) tailored to the event type, guest profile, and capacity needs.

Safety and Compliance Vetting: Ensuring all buses and drivers meet safety standards and are compliant with local and federal regulations, including background checks and insurance verification.

‍
‍Route Planning and Logistics Coordination

‍Route Optimization: Designing efficient, time-saving routes that account for event schedules, road conditions, and anticipated traffic.

Pick-up and Drop-off Management: Coordinating timing and locations for smooth loading and unloading, whether at hotels, airports, or event venues.Custom

Signage and Branding: Offering custom signage on buses or branded materials to enhance the experience and align with event branding.VIP Services: Offering exclusive add-ons such as luxury seating, private bus options, or personalized in-bus attendants for high-profile clients.

‍
‍On-Site Management and Support

‍Transportation Coordinators: Providing on-the-ground staff to manage logistics at pick-up and drop-off points, ensuring timely departures and smooth transitions.

Real-Time Communication: Facilitating real-time updates on routes, delays, and guest counts via communication tools or apps.

Troubleshooting and Contingency Planning: Managing unexpected issues like delays, weather disruptions, or road closures with contingency plans and backup vehicles.

Our comprehensive suite of services ensures that clients receive tailored, high-quality lodging experiences for their events, enabling them to focus on core activities while leaving the logistics and guest satisfaction to trusted experts.

‍Hotel Sourcing and Contract Negotiation 

‍Property Selection and Research: Identifying hotels that align with the client’s brand, event requirements, and budget. This involves researching properties based on location, amenities, and guest profile suitability.

Rate Negotiation and Contracting: Negotiating competitive rates, amenities, and room blocks with hotels. This often includes securing added value, such as free Wi-Fi, breakfast, or discounted parking.

Flexible Terms and Cancellation Policies: Structuring contracts with terms that allow flexibility for changes in group size, last-minute cancellations, or date modifications.

‍
‍Room Block Management 

‍Inventory Control and Tracking: Managing room blocks to ensure sufficient inventory and avoid overbooking. This includes continuous monitoring of booked versus available rooms and adjusting as needed.

Rooming List Management: Collecting and submitting guest names and room preferences to hotels, ensuring that each guest’s room is reserved as per client specifications.

Overflow and Alternative Arrangements: Coordinating overflow accommodations if the primary property reaches capacity, ensuring all guests are accommodated nearby and within budget.

‍
‍Guest Experience Enhancements 
‍VIP and Concierge Services: Coordinating exclusive services for VIPs, such as room upgrades, welcome amenities, or personal concierge services to elevate the guest experience.

Custom Check-In and Welcome Areas: Arranging dedicated check-in areas or branded welcome desks to enhance the guest arrival experience.


‍On-Site Support and Operations Management

Arrival and Departure Coordination: Ensuring smooth check-in and check-out processes, coordinating with hotel staff to handle early arrivals or late departures as needed.Dedicated On-Site Staff: Providing staff on the ground to handle guest inquiries, troubleshoot issues, and serve as a liaison between the client and hotel management.Event Space Management: Coordinating event spaces within hotels, overseeing setup and flow, and ensuring spaces meet client specifications for meetings, receptions, or special gatherings.

At MIA, we believe that staffing teams are key to elevating an event's experience. We hold staffing networks in a wide variety of markets across North America and are able to supply large festival event teams as well as smaller teams of event support for smaller events. Our services include:

‍Role-Specific Recruitment 
‍
‍Sourcing staff for diverse roles like ushers, registration staff, brand ambassadors, security, production assistants, and hospitality personnel, tailored to each event’s needs. Our experienced event staff can be supplied to meet a wide variety of needs including (and not limited to):

• Gate (Scanning/Wrist-banding)
• Box Office Assistants
• Accreditation Assistants
• Customer Experience Representatives
• Merchandise Assistants
• Event Runners and Assistants
• Artist Relations Assistant
• VIP Services Assistants
  

Event Staffing Sourcing and Selection
‍
‍Screening and Vetting: Conducting background checks, skill assessments, and personality screenings to ensure only qualified, reliable staff are selected.

Specialized Skill Matching: Identifying and providing staff with specialized skills, such as tech support for AV, bartending licenses, or specific language capabilities, to meet the event's unique requirements.


Comprehensive Training Programs 

‍Pre-Event Briefings and Training: Providing role-specific training sessions so staff understand their duties, event objectives, brand expectations, and venue layouts.

Customer Service and Brand Representation Training: Training staff on high-level customer service skills, brand-specific knowledge, and professionalism to enhance guest interactions.

Safety and Compliance Training: Ensuring all staff are well-versed in safety protocols, emergency procedures, and compliance regulations, especially for large-scale events.


On-Site Management and Coordination

‍Dedicated Event Supervisors: Assigning on-site supervisors to coordinate staff activities, manage attendance, and address any issues as they arise, ensuring seamless operations.

Real-Time Communication: Utilizing communication tools to maintain real-time updates between event organizers and staff, facilitating immediate responses to changing needs.

Shift Scheduling and Break Management: Coordinating shifts, break times, and rotations to ensure continuous coverage without compromising the quality of service.

‍
‍Post-Event Reporting and Staff Feedback

‍Guest Feedback and Satisfaction Surveys: Collecting guest feedback to assess the impact of staffing on the overall event experience and identify areas for enhancement.

‍
‍Compliance and Administrative Management
‍
‍Payroll and Timekeeping Services: Handling payroll, timesheets, and compensation for contracted staff, ensuring accurate and timely payments.

Insurance Coverage: Managing all necessary insurance and liability coverage for contracted staff to protect both the staff and client.

Post-Event Compliance and Documentation: Ensuring all regulatory requirements, such as labor laws and contractual obligations, are met, and providing clients with post-event documentation.

Our event staffing practices stand out from other staffing agencies due to our curated approach to festival and event staffing. It is our goal to fully understand our clients' needs, goals, and attendee demographic to ensure we are supplying all events with qualified staff focused on elevating the attendee experience. In addition to choosing the right crew, we also provide all clients with a seasoned Staffing Manager to represent us and oversee all staffing operations on site to guarantee exceptional execution for every event.

Whether you're looking for assistance in departments of Gate Operations, Box Office, Customer Experience, Artist Relations, Merchandise, Artist Relations, or VIP Services, we have the expertise and staffing networks to provide your event with an elevated team and a hassle-free staffing experience