CHICAGO — Now in its 22nd year of operation, Event Transportation Systems (ETS) continues to lean into innovation and technology to help elevate the transportation services they provide customers. From building a custom tracking app to assisting in sponsorship sales to strengthening a reputation of reliability, ETS is aiming to provide consistency and efficiency to one of the first and last touchpoint attendees have with an event.
An Evolution of Offerings and Services
Over the last 12 years, ETS has been the transportation partner for the American Urological Association’s (AUA) annual show, and Janet Skorepa, Associate Executive Director at the AUA has noticed an increase in the customization opportunities.
By including a link in the AUA meeting app to the ETS Shuttle Tracker, attendees have easy access to maps of where buses are in real time.
“In addition, ETS quickly steps in when we need buses for our disabled attendees,” Skorepa said. “Usually, our attendees will alert us in advance of any special needs, but this year, one of speakers who used a wheelchair required transport. ETS quickly manages the transport situation.”
ETS is also the transportation provider for HIMSS Global Health Conference and Exhibition and has been for 22 years.
“They are always looking for ways to improve their services, not only our experience, but our customers experience,” said Ellie Riley, Vice President, HIMSS Global Health Conference and Exhibition, Informa Markets. “HIMSS Global Conference is always looking to be more sustainable. ETS provides us with a sustainability report that shows metrics showing the carbon emissions on a per rider, per route, per day basis, as well as averaged across all routes, and a comparison of what emissions would have been if everyone used rideshare or personal vehicles. This type of report is very useful when looking across our entire conference. These types of services are invaluable.”
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How To Use the ETS-Next-Shuttle App
Over ten years, ETS custom designed and developed the ETS-Next-Shuttle web-based transportation app, with the mission of providing real-time information in a clear and easy to access format for users.
“The most significant enhancement which ETS has introduced within the past 10 years is the ETS-Next-Shuttle web-based transportation app,” said Tim Moses, Senior Director, Meetings & Conventions, American Academy of Dermatology (AAD). “This app makes the entire onsite shuttle transportation service the utmost in transparency to the meeting attendee. It provides a simple and clear map-based view of the shuttle stop location, and the arrival time of the next bus. Our meeting attendees can see in ‘real-time’ the location and status of our shuttle system. I feel this is the city-wide convention ‘Uber’ experience that our attendees value and find so very informative. The app is extremely intuitive and with physician members, I find that is so very important! As we all know, shuttle service is often the first and last component of the attendee experience while onsite. When meeting attendees have precise information about transportation to our meeting or event, they find it offers relaxation, happiness, and confidence — all which truly enhances their overall meeting experience!”
The app is web-based, meaning it doesn’t require downloading or a password, and shows can even integrate the link into their own meeting app.
“I love the app and used it when AUA’s meeting was in Chicago 2023 when I stayed at the Sheraton Chicago. The app only displays the next bus arriving at an attendee’s hotel with arrival time and I could see the bus move as it made its way to the hotel,” Skorepa said.
HIMSS attendees also have expressed satisfaction with the app.
“Our attendees use the app to track when the next bus will be arriving at their hotel so they are not standing and waiting, they also use it to indicate how long the bus ride will be to and or from the convention center to their hotel,” Riley said. “We have had over 46% adoption rate of this shuttle app, the more we promote and provide easy access to the shuttle app the better the adoption rate and satisfied attendees.”
Creating Sponsorship Opportunities and Being a Sales Partner
ETS has also been partnering with organizers to help with additional sponsorship opportunities and sales, whether that be advertising on the shuttles or the advertising space on the ETS-Next-Shuttle app that helps increase sponsor exposure, and in turn, revenue.
“ETS works with us to provide a catalog of shuttle transportation sponsorship opportunities, and then work with us on developing the best package that might interest our sponsors,” Skorepa said. “Once a sponsorship has been purchased, ETS then works with our industry team and partners on the specifics to bring that sponsorship to fruition.”
Riley also shared that the range of packages ETS is able to provide is helpful to the HIMSS team.
“Working with ETS on transportation sponsorships has always been very seamless. They provide the interior/exterior bus wraps for our show,” Riley said. “They are creative in the variety of sizes and pricing to make it easier for our sales team to meet the demand of sponsors.”
With the AAD Annual Meeting, Moses has found that sponsorship services have helped to secure additional revenues to help offset the shuttle expenses significantly.
“The AAD offers various sponsorship opportunities which includes many options for exterior bus advertising, providing our industry partners with opportunities at many price points in order to accommodate industry supporters who have varying budgets,” Moses said. “In addition, they also offer similar sponsor levels as it relates to video advertising/loops inside the shuttle buses. And most recently, with the development of their shuttle bus app, this has opened up additional industry support opportunities in which we can offer our contributors. The AAD has relied upon ETS to manage all sponsorship opportunities — working directly with our industry partners. This has proven very effective and beneficial, as it then becomes a one-stop shop for our contributors to work with ETS directly when determining what may best fit their needs and objectives.”
Trust at the Center of Longstanding Partnerships
“Relationships are built on trust, and I completely trust that ETS has AUA’s best interests in mind,” Skorepa said. “We work with ETS years in advance in determining room blocks to efficiently manage shuttles. The Hotard family grew up in the bus industry. Their vast experience and understanding of bus routes, street closures, hotel drop off/pick up points, etc. in all major cities arms AUA staff with the information we need to make the best decisions for our meeting.”
“The AAD has had a long-standing relationship with ETS for over 25 years. ETS has been a valuable partner with the AAD regarding providing shuttle services for our Annual Meeting, with an average attendance of 18,000+ attendees,” Moses said. “During that time, we have relied upon ETS to provide exceptional customer service in serving our attendees with professional and reliable transportation and shuttle services for the many hotels in our room block to/from convention centers. ETS possesses the history, expertise and knowledge to offer their vast experience in efficiently and effectively developing shuttle schedules while also offering various revenue streams to help offset the cost of shuttle service.”
“Years of working together build deep trust, ensuring both parties can rely on each other for consistent, high-quality service and mutual support,” said Riley. “These relationships foster efficient communication, with both teams understanding each other’s needs, preferences, and workflows, reducing misunderstandings and speeding up decision-making.”
The Rich History Behind ETS
Founded in 2002 in the Washington, D.C., area by Eric Hotard, ETS has grown from just a few shuttles to servicing more than 20 citywide conventions and 100 events annually.
Eric had deep roots in the transportation industry even before founding ETS, as his family had a New Orleans-based bus company — Hotard Coaches — that he spent the first half of his career working at. The Hotard family grew the business from four buses in the 1970s to more than 100 coaches by the time they sold the company in 1999.
Some current ETS clients predate ETS itself, originating from relationships and partnerships formed when Eric was still working with Hotard Coaches, including AAD.
In 2019, ETS moved its headquarters to Houston, and Eric’s son, Carson, joined the business. Now there are five members of the family working for ETS.
Reach Eric Hotard at eric@eventtrans.com; Carson Hotard at carson.hotard@eventtrans.com
Event Transportation Systems is the transportation sponsor of Trade Show Executive’s 2024 Gold 100 Awards & Summit.
