By Don MacDowall

Organising transport can be frustrating because the most efficient may be too expensive while the least expensive may be too time consuming.

Coach hire 

The coach hire company will take over the task, you simply provide them with your requirements.
• Get specific comparable quotes for the task. Be sure you include any side trips en route or additional travel planned during the program - perhaps get them as a separate part of the quote so you can prune them if necessary.
• Be able to accurately explain the location to the coach company.
• How many seats do you need? (Coach capacities vary)
• Does the coach have a hoist or necessary modifications for people with physical disabilities.
• Does the coach have adequate luggage space, not only for personal gear but also for activity equipment?
• Let the venue know if meals and accommodation are required for the driver.
• The venue you're going to may be able to supply a coach or readily advise you about local competitive coach companies or even arrange a coach for you.

Self-drive

You can hire various buses and vehicles and provide your own driver. These may be available from coach companies, community organisations or local councils.
Your driver must be appropriately licensed check with the hire company. The type of licence depends on the vehicle (number of seats) and sometimes the area into which you're travelling, such as the winter snowfields.
• Get comparable quotes, noting inclusions, exclusions and extras (free mileage, insurance, excess, bond, etc).
• Provide the driver with clear accurate directions to find the venue.
• The driver must not be distracted. If necessary, provide assistance to ensure they are not responsible for too many things (e.g. control of a group of boisterous youngsters in the bus) that will take their mind off the task.
• Ensure the driver has a rest before a long journey - a late last night in camp is not sound preparation for a long homeward journey.

Private vehicle

This option provides greater flexibility for adult and family groups but is often impractical where the organiser needs control over program and movement.
• Be sure drivers are responsible road users and adequate to the task.
• Check that vehicles have comprehensive insurance.
• Provide clear accurate directions, including a backup telephone number.
• Allow plenty of time for toilet stops, checking directions and sightseeing.
• City dwellers may discover direction finding at night, especially in the country, is confusing and awkward. Consider extra signs to guide the travellers.
• A meeting en route - perhaps for a meal or drink - can be a useful aid for uncertain drivers.
• Tell the venue about your travel plans and check with them the amount and proximity of parking.

Public transport

The venue is in the best position to advise you how practical it may be to reach them by train or public bus service. Many venues are a considerable distance from public transport and services may be infrequent, giving little choice of arrival and departure times.
• Check arrival and departure times for your date; holiday timetables may apply.
• Large numbers may swamp a small bus service. Check in advance if it can cater for your number.
• Luggage space is likely to be severely limited.

Combination

Planning and imagination can open up ways of combining transport options to meet your travel needs and your budget. However you'll need to make a judgement about saving money but perhaps taking a long time to get to your destination. Here are some to consider:
• Hire coach to venue, coach returns for pick up on the final day.
• Hire coach to venue, coach stays on-site for duration.
• Hire coach to venue then local coach company for local travel.
• Self-drive coach combined with public transport.
• Public transport to nearest convenient point then local coach company to the venue (after they've done the school runs) or use a self-drive coach for the final leg.

The manager of the venue you're visiting will most likely know of good, cheap transport to the site. Be sure to ask their advice.