By Mohammed Rashad Hussain, Managing PartnerPublished 4 min read
How is incentive transport different from conference transport?
A conference is a loop between one hotel and one hall. An incentive trip is a chain of one-off journeys, each ending at a place that has its own opening time, dress code or booking slot.
That changes the transport plan in three ways. Legs are longer, the timings are tighter, and the client’s senior people usually want a car of their own. The wider planning rules are in our corporate ground transport guide, and the delegate-movement side is covered in the conference delegate transport plan.
Day 1: arrival, hotel check-in and welcome dinner
Coaches meet each flight in the arrivals hall, with a signed meeter and a manifest. Group arrivals rarely land together, so plan one coach wave per flight cluster and a waiting car for stragglers. Our inbound group handling checklist sets out what to collect from each guest before they fly.
Keep the welcome dinner close to the hotel. Guests are tired, and a short drive keeps the first evening on time.
Day 2: Dubai city day from Al Fahidi to Downtown
A coach suits this day because the stops are close together: Al Fahidi Historical Neighbourhood, the creek, the souks, then Downtown. Coach parking near Al Fahidi is limited, so agree drop-off points in advance and let the group walk between stops.
Hold two executive cars at the hotel for anyone who leaves the programme early. A guided option is on our private tours page.
Day 3: Abu Dhabi, with coach rules at Sheikh Zayed Grand Mosque
Downtown Dubai to central Abu Dhabi is about 140 km each way, roughly 1 h 30 to 2 h by coach depending on traffic. Leave the hotel early and put the mosque first, before the heat and the afternoon crowds.
The mosque’s FAQ asks for long, loose, ankle-length clothing and a headscarf for women, and says it does not provide transport. Check the current opening hours, group arrangements and any entry fee with the mosque before the day, because published pages differ. Our mosque visitor guide covers the visit itself.
After the mosque, groups usually add a city drive and a stop such as Louvre Abu Dhabi. See places to visit in Abu Dhabi and our Abu Dhabi city tour. Build in a 30 minute buffer for the drive back along the E11.
Day 4: desert evening and the switch to 4x4s at the camp
Coaches take the group to the camp meeting point in the late afternoon. There, guests move into 4x4s for the dune drive and return to the camp for dinner. One 4x4 seats only a few guests, so a group of 60 needs a convoy of them, and the number should be confirmed with the desert operator.
Decide between a private and a shared camp before you book; the private vs shared desert safari guide lists the differences, and the desert safari page shows the private option. For a mountain alternative, ask about a Hatta day.
Departures and late check-outs
Departure transfers are the part most plans leave until the last night. Build a list by flight time, work back from check-in closing, and allow for luggage. A group of 60 with a suitcase each will not fit in one 35-seat coach plus bags, so add a luggage van or a second coach. Late check-outs mean guests waiting in the lobby, so keep one coach on standby rather than sending cars one at a time.
Vehicle plan by group size: 20, 60 and 150 guests
| Group | Main vehicles | Spare cars |
|---|---|---|
| 20 guests | One 22-seat Toyota Coaster (partner), or a 19-seat Sprinter | 1 executive car |
| 60 guests | Two 35-seat coaches, or one 50-seat coach plus a 13 or 19-seat Sprinter | 2 executive cars |
| 150 guests | Three 50-seat coaches | 3 executive cars and a luggage van |
Seat counts come from our fleet data. Coaches and the Coaster are available through our partner network, subject to availability. The how many vehicles guide explains the maths for other group sizes, and our minibus and bus pages list the options.
Team outings and away days
The same plan scales down for a one-day team outing: one coach, one destination and a fixed return time. Send us the headcount, the venue and the end time on WhatsApp, and we plan the pickup order. Companies that run these programmes often can set up a corporate account.
Photos in this guide
The minarets and domes of the Sheikh Zayed Grand Mosque in silhouette at sunset, across the water in Abu DhabiPotatoWitch / Wikimedia Commons, CC BY-SA 4.0
A restored wind tower above a courtyard cafe in Al Fahidi Historical Neighbourhood, Bur DubaiAnkur Panchbudhe / Wikimedia Commons, CC BY 2.0
A white high-roof Mercedes-Benz Sprinter minibus with tinted passenger windowsEthan Llamas / Wikimedia Commons, CC BY-SA 4.0
Safari 4x4s driving in convoy along a sandy track through the Al Marmoum desert south of DubaiRob Young / Wikimedia Commons, CC BY 2.0
