December — The Busiest Month for Corporate Travel
December in London means celebrations, conferences, and corporate gatherings — and for travel planners, it also means traffic congestion, limited availability, and rising costs.
From year-end reviews to festive dinners and client events, companies are on the move. Yet with so much happening in a short window, effective planning is critical to ensure safe, seamless, and stress-free travel for employees and guests alike.
At The London Coach Company, we specialise in managing corporate transport logistics across Greater London and the UK — from executive coaches to group shuttles and event transfers.
Here’s your essential checklist to prepare for December’s corporate travel rush.
1. Finalise Your Event and Meeting Schedule Early
Start by confirming all travel-related activities in the December calendar. This includes:
- Year-end parties and award nights
- Corporate retreats or team off-sites
- Client entertainment events
Staff shuttles to and from Christmas functions
Action Items:
- Confirm dates, venues, and start/end times
- List departing locations and estimated passenger numbers
- Allocate travel budgets per department
Early confirmation avoids last-minute booking surcharges and ensures premium vehicle availability.
2. Secure Your Coach or Minibus Before Peak Demand
December is one of the busiest months for UK coach hire, with schools, companies, and tourists all booking at once.
Checklist for Coach Hire:
- Book by early November (minimum four weeks ahead)
- Choose the right vehicle size (minibus, executive coach, double-decker)
- Check availability for evening or weekend events
- Request confirmation of driver hours and route plans
Tip: Booking early with The London Coach Company ensures access to newer vehicles and flexible pick-up times — without paying festive surge pricing.
3. Verify Licences, Insurance, and Compliance
A reliable transport partner should provide full DVSA certification, public liability insurance, and DBS-checked drivers for corporate passenger safety.
Ask for:
- Valid operator licence number
- Proof of vehicle insurance and maintenance records
- Details on COVID-safe cleaning and air filtration (if applicable)
- Compliance with UK Passenger Transport Executive (PTE) regulations
This step ensures your company meets duty of care obligations under UK corporate safety policies.
4. Prepare Detailed Itineraries for Drivers and Guests
Precise timing and communication make or break an event. A clear itinerary helps prevent confusion and keeps everyone punctual.
Include in Your Itinerary:
- Pickup and drop-off points
- Contact names for organisers and drivers
- Expected journey times (adjusted for London traffic)
- Emergency contact details
Send itineraries digitally to staff or clients — and provide copies to your coach provider for full synchronisation.
5. Plan for Peak Traffic and Weather Delays
London’s December traffic can be unpredictable due to holiday shoppers, public events, and weather disruptions.
Strategies to Minimise Delays:
- Depart 30–45 minutes earlier than usual
- Avoid central London routes when possible
- Keep a buffer window between journeys
- Use real-time tracking for guest visibility
Our coaches are equipped with GPS tracking, allowing corporate planners to monitor progress and adjust schedules instantly if delays occur.
6. Ensure Comfort and Connectivity on Board
Comfortable, connected transport reflects your company’s professionalism.
Features to Request:
- Executive seating with seatbelts
- Wi-Fi connectivity and USB charging ports
- Climate control and interior lighting
- Storage space for equipment or luggage
The London Coach Company’s executive fleet provides premium comfort — ideal for corporate guests or international clients attending events.
7. Coordinate Multi-Site Transfers Efficiently
Many companies host events at multiple locations — such as a head-office meeting followed by a hotel banquet.
Planning Essentials:
- Create a central travel hub schedule (departures and returns)
- Use the same coach provider for multi-leg continuity
- Designate onboard travel coordinators for large groups
Consolidating all journeys under one supplier reduces confusion and improves accountability.
8. Prepare a Contingency Plan
Even with perfect planning, December travel can be unpredictable.
What to Include:
- Backup vehicle options (in case of breakdown or delays)
- Alternative drop-off locations if weather impacts the route
- Emergency contact lines for your transport provider
- Real-time updates via text or app notifications
At The London Coach Company, our operations team monitors every trip and can dispatch replacement vehicles swiftly if required.
9. Close the Loop with Feedback and Reporting
After the event, review your corporate travel performance to identify areas for improvement before next year.
Post-Event Review Checklist:
- Collect staff and client feedback
- Evaluate punctuality, comfort, and communication
- Document total costs vs. forecast
- Note lessons learned for next year’s planning
Continuous improvement transforms travel from a logistical task into a strategic business asset.
Case Study: London Marketing Agency Streamlines December Travel
A central London marketing agency with 180 staff faced complex logistics for its annual Christmas gala in Reading.
Using The London Coach Company’s corporate fleet, they:
✅ Coordinated three 57-seat coaches with staggered pickups
✅ Provided real-time tracking and return scheduling
✅ Saved 22% compared to using individual taxis and trains
Result: A stress-free, cost-efficient evening that boosted morale and delivered on both budget and sustainability goals.
FAQs: December Corporate Travel Planning
How early should companies book December transport?
At least four to six weeks ahead, as December is peak demand season.
What’s the best vehicle type for small groups?
A 16–24-seat minibus is ideal for compact teams or regional office transfers.
Do you offer executive coaches for VIP guests?
Yes — we provide luxury coaches with Wi-Fi, leather seating, and refreshments.
Can I change my booking close to the event?
Yes, flexible rescheduling is available depending on notice and vehicle demand.
Are your coaches equipped for winter weather?
All vehicles undergo winter servicing and are fitted with advanced safety systems.
Do you handle large-scale multi-coach logistics?
Absolutely. We specialise in corporate shuttles and large group transfers across the UK.
Make December Corporate Travel Effortless
December should be about celebrating success — not stressing about travel logistics. With a clear checklist and the right coach partner, your company can save money, stay punctual, and deliver a first-class experience for every guest.
Ready to plan your December travel?
Book your corporate coach now or call 02 034 572 071 to discuss your itinerary with our event transport specialists.
Because smooth travel is the perfect way to end the year.