New vehicle booking system drives efficiency at Olympia London

A new online vehicle booking system has delivered excellent results since its launch eight months ago at Olympia London, providing a quicker and more seamless entry for vehicles to the West London venue.

The system, which allows drivers to book half hour delivery slots in advance via a bespoke built website, has proven to increase efficiency for the hundreds of vehicles that visit each day to facilitate shows.

Commenting ahead of the London Book Fair’s transferral to Olympia London in 2015 and following a trial of the system at this year’s Earls Court show, Group Operations Manager for Reed Exhibitions, Jennifer Booth, said: “The implementation of the online vehicle management system enabled us to monitor what would be coming to site and therefore to plan accordingly to ensure a seamless experience for our customers.

“Both build up and break down were significantly smoother than expected, and in fact we were able to offer an improved experience for many of our contractors and exhibitors. I look forward to working with the team to continue to develop this as we move to Olympia London in 2015.”

The system was created specifically for Olympia London by travel technology company, Carbon Voyage after the venue found nothing suitable for the events sector on the marketplace. The resulting, state-of-the-art solution enables drivers of all vehicles to plan when they are able to drop off/unload stock and stand materials and then collect the materials after a show has ended. The system increases business efficiency and enhances communication between on-site and off-site staff.

olympia LondonAnna Golden, commercial director for Olympia London, commented: “Having completed our £30m investment programme into Olympia London, we are continuing to ensure that the service we provide matches our first class facilities. It is fantastic to see how well the vehicle booking system has worked for the big shows at Earls Court, demonstrating its viability and use for next year when shows transfer to Olympia London.”

Emma Wellman, Sustainability Advisor for Earls Court and Olympia London, commented:

“Every year we make strides forward in areas including energy efficiency and travel advice and we count the traffic management system as a key part of that offering. Not only has the system earned us a nomination for the Sustainability Award at this year’s Association of Event Organisers Excellence Awards but the feedback from our users has been overwhelmingly positive with many describing the system as revolutionary.”

Benefits of vehicle booking system include:

  • By booking in a particular time slot, vehicles will not need to queue and they can arrive just before their allocated time slot;
  • Drivers can print out their vehicle passes in advance instead of having to do it when they get to the venue;
  • Because the events organiser and the onsite logistics staff will now have certainty regarding when large vehicles are on site, the onsite logistics can operate more smoothly (for example, they will know when forklifts are needed); and
  • Through getting the origin or destination for each journey, Olympia London can provide a carbon impact statement for each event.
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