Event transportation has changed: events are larger, schedules are tighter, and expectations are higher.
For many teams, transportation is still handled through a mix of vendors, spreadsheets, emails, and day-of problem solving. That approach worked when events were smaller and less complex, but it no longer holds up.
For 2026, planners need an event mobility operating model: a clear, repeatable way to plan, execute, and govern how people move.
See how drvn supports event mobility: Explore our Event Transportation Solutions →
Table of contents
What the Data and Experience Make Clear
A few things become clear when you look at event mobility from end to end.
First, transportation problems at events are not random. They tend to break in the same places: curb space, late changes, and incomplete information.
Second, reliability depends on how “on-time” is defined. Exact pickup times create tension and false failures; pickup windows better reflect how event systems actually work.
Third, execution struggles when staffing, dispatch, and manifests are treated as flexible instead of structured. Without discipline, even good plans fall apart under pressure.
Taken together, these insights point to one conclusion: event mobility works best when it is treated as a system, not a series of individual rides.
What an Event Mobility Operating Model Is
An event mobility operating model is a shared framework that answers five questions:
- When do decisions get made?
- Who owns each decision?
- How are changes handled?
- How is performance measured?
- How is this repeated across events?
How to Design an Event Mobility Operating Model
Designing an operating model requires defining a small set of rules and structures.
1. Define Planning Timelines and Lock Points
Start by deciding when mobility decisions stop being flexible.
This includes:
- Final passenger list deadlines
- Route and pickup zone lock points
- Staffing confirmation dates
2. Establish Clear Roles and Decision Ownership
Every event needs clear ownership for:
- Planning decisions
- Day-of execution
- Exception approval
Avoid shared ownership in live operations. When everyone can decide, no one truly does.
3. Design the Staffing Model Around Complexity
Staffing should scale with complexity, not just headcount.
Key questions to answer:
- When is on-site coordination required?
- Who manages curb flow?
- Who has the authority to resequence or deny changes?
4. Build a Curb and Staging Strategy Early
Curb space is often the tightest constraint. An operating model defines:
- Where vehicles load and unload
- How long loading should take
- How overflow and congestion are handled
Curb rules should exist before vehicles are assigned.
5. Govern the Manifest as a Control System
The manifest is the backbone of execution. An operating model sets rules for:
- When changes are allowed
- How late additions are handled
- Which changes require approval
Separating core operations from exceptions keeps the system stable.
6. Choose Metrics That Reflect System Health
Design the operating model around metrics that show stress early:
- Pickup window adherence
- Curb dwell time
- Resequencing and exception volume
Avoid metrics that only explain failure after the fact.
What Changes When Planners Use an Operating Model
Teams that adopt operating models see clear shifts.
- Fewer day-of escalations
- Less dependence on individual judgment
- Better coordination across vendors and stakeholders
- Easier planning for repeat events
Most importantly, outcomes become more predictable, even when conditions change.
What to Standardize and What to Customize
Not everything should be unique for every event.
Standardize
- Planning timelines
- Manifest rules
- Staffing roles
- Core performance metrics
Customize
- Routes
- Pickup locations
- Service levels by group
- On-site staffing size
This balance keeps programs flexible without becoming fragile.
What Planners Should Take Away
For 2026 planning, event mobility must be treated as a system.
That means:
- Designing how work happens before event days
- Reducing reliance on last-minute fixes
- Using shared rules instead of individual judgment
- Building slack into plans on purpose
An operating model should help teams manage complexity without losing control.
Need a mobility plan that works under pressure?Talk to our event logistics team →
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