Antalya hosts 150+ international conferences and events per year. We handle the airport logistics for about 50 of them. Here's how it works when done right.
Typical event profile
- Delegates: 80–250 arrivals and departures
- Flight arrivals: spread over 2–3 days, 15–30 distinct flights
- Hotels: usually 2–4 conference hotels (Regnum Carya, Titanic Deluxe, Rixos Premium Belek, Calista Luxury)
- Languages: English primary, plus event-specific (medical conferences = more German; tech = more Russian)
6 weeks out
- Confirm delegate list and flight details (the organiser typically collects via registration form)
- Confirm hotel assignments per delegate
- Sign contract with vehicle volume SLA (we guarantee vehicle availability even at peak hours)
- Decide greeting style: generic "Conference Name" sign, or individual delegate name signs
4 weeks out
- Build transfer manifest: one row per delegate with name, flight, arrival time, hotel, return flight
- Assign vehicles: typically we match flights arriving within 30 minutes on the same vehicle
- Brief drivers: for recurring conferences, we assign the same driver pool every year
- Set up WhatsApp group: organiser + our dispatch + event coordinator. Real-time updates
Event day logistics
- Multilingual signs printed with conference logo
- Dispatcher at airport: for 100+ delegates, we station a dedicated dispatcher in arrivals
- Flight monitoring: we track all flights via Flightradar24, dispatch vehicles 20 minutes before landing
- WhatsApp updates to organiser on every arrival
- Backup vehicles on standby for cancellations/delays
Example: 180-delegate medical conference
Recent actual case:
- Arrivals: 3 days, 14 flights, 180 people
- Vehicles used: 32 (mix of Vito, V-Class, Sprinter minibus)
- Total transfers: 360 (arrival + departure)
- Average arrival wait: 4 minutes
- On-time rate: 99.2% (1 flight cancellation rescheduled)
- Total invoice: €18,900 (€52 average per delegate, both ways)
Pricing model
For events we offer:
- Volume tier pricing: starting at 15% off our consumer rate for 50+ transfers
- Flat-rate options: e.g. "€35 per delegate one-way" regardless of vehicle — simpler budgeting
- Consolidated monthly invoice: NET 30 payment terms
- Voucher codes: delegates can book themselves through a custom URL, charged to event account
Common failure modes (and how we avoid them)
- No-show at gate: dispatcher confirms with WhatsApp 15 min before landing
- Lost delegate: clear name signs + driver WhatsApp visible to delegate
- Late flight: flight tracking + 4-hour waiting buffer built in, no extra charge
- Flight cancellation: rebook to new flight automatically, no penalty
To get started
WhatsApp us at least 6 weeks before your event. Include: dates, approximate delegate count, primary hotel(s), and preferred contact language. We send a proposal within 24 business hours.