R+V Versicherung, 100 years company anniversary

3,500 guests. 23 departure points. Two event locations at the same time.

Requirements of the event

3,500 guests from 23 hotels in the Rhine-Main region to the Brita Arena - and then around 3,000 of them onwards to the RMCC in the centre of Wiesbaden. Two locations, two parallel departure points, one schedule.

  • 11,000 guests in total
  • approx. 3,500 moved by RELAY
  • 23 departure points (hotels in the Rhine-Main area)
  • 60 vehicles
  • 12 coordinators & 1 project manager on site
  • 2 parallel event locations: Brita Arena & RMCC Wiesbaden

Have you already thought about this in your event planning?

  • Real challenges that were solved at this major event.
Inner-city bus logistics: where do you park 60 vehicles in a city?
Coaches need space - which is not automatically available in the city centre. A detailed parking plan for all vehicles was developed in advance, including access routes and the order in which they would be dispatched. What Google Maps does not show: current roadworks, closed areas, real passage widths. This can only be reliably clarified by a personal site inspection.
Coach or articulated bus - does it make a difference?
Yes, depending on the route type, stop situation and number of passengers, different vehicle classes were deliberately combined - coaches for longer feeder routes, regular service buses and articulated buses for inner-city transfers. The right mix reduces costs and noticeably improves the process.
How do you coordinate two locations that are kilometres apart?
Brita Arena and RMCC were far enough apart for conventional communication to reach its limits. Both locations were continuously connected via radio. This meant that delays, changes and departures could be coordinated in real time.
What happens when buses turn up that nobody has planned for?
At the event, additional buses arrived directly from the shops without coordination with the logistics planning. The lack of stopping and parking areas for these vehicles disrupted the process. The lesson: clarify in advance in the briefing whether third parties will be sending vehicles independently - and if so, integrate them into the overall planning.
Who takes care of security at the shuttle in the late evening?
At large evening events, a coordinated security service is part of the shuttle planning - not as a special measure, but as standard. Coordinators are trained for logistics, not escalation.
Are the signposts actually legible at night?
Dark lettering on a white background is much easier to see at night than light-coloured lettering on a dark background - because white surfaces reflect the available light. A detail that is often noticed too late in stressful situations on site.
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