OVB, 55th company anniversary

7,500 guests, two days. Mastered: Complex transfer logistics with 150 vehicles.

  • 7,500 guests
  • 32 hotels
  • 150 vehicles (vans & coaches)
  • 43 Coordinators & project management team on site
  • 9 return shuttle routes

Requirements of the event

7,500 guests arrive, celebrate and leave again the next afternoon. Pick-up at railway stations and airports in NRW, transfer from 32 hotels to the PSD Dome Düsseldorf, nightly return shuttle on 9 routes - and everything in the opposite direction the next morning. Two days, one continuous logistics concept.

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Have you already thought about this in your event planning?

  • Real challenges that were solved at this major event.
How do you move 7,500 people without creating a traffic jam on the site?
Walkways need to be thought through and physically planned before the event - with fencing, signage and lighting. Crowds don't organise themselves, they follow the path you build for them.
Coach or van - or both?
Not every route needs the same type of vehicle. For the OVB event, coaches and vans were deliberately combined - depending on the route length, hotel size and number of guests per departure point. The right mix of vehicles reduces costs, improves capacity utilisation and makes the process more flexible.
Why does an event of this size need 43 coordinators?
Because an event lasting two days with 150 vehicles, 32 hotels and an overnight shuttle cannot be managed by a small team of inexperienced hostesses and hosts, but must be covered by a two-shift system of full-time event experts. Complex events run smoothly when the personnel planning corresponds to the actual complexity and has been evaluated with specialist expertise.
How do you prevent accreditation jams at the event location when there are large numbers of guests?
The departure times of the hotel buses were deliberately staggered so that guests arrive at the event location at different times instead of all queuing for accreditation at the same time. A detail in the planning that makes all the difference on site.
Where should the coordination team be with 150 vehicles?
Not just anywhere on the surface, but at an elevated position with a direct field of vision over the entire shuttle area. From there, it is possible to intervene selectively and inform the team by radio in real time. Being close to the action is not a matter of comfort, but a control requirement.
Have parking spaces, access roads and car park logistics really been checked in advance?
What works on the site plan doesn't necessarily work on the ground. Every location was inspected in person - parking spaces for 150 vehicles, access widths, manoeuvring options. No satellite image shows construction sites and closed areas.

Result & effect

  • 7,500 guests reliably moved - from arrival to closing the next day
  • Nightly return shuttle on 9 routes without waiting times or escalations
  • Organised flow in the area thanks to well thought-out walkways, grids and signage
  • Full control on site by the project management team with a direct view of the shuttle area
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