Meetings & Conventions
Meeting & Convention Transportation in Denver
Capacities, base hourly rates, licence and insurance limits, billing terms and how a multi-day arrival block actually runs — on one page, for the vendor file.
Capabilities at a glance
Written for the vendor file. Every line here is the same number we put on a bid, and nothing on this page is rounded in our favour.
Fleet, capacity and base hourly rate
Airport transfers are quoted at the vehicle minimum instead of by the hour. Buses are quoted per trip because pricing depends on the route and the day.
Rates shown are all-in. All prices are all-in: taxes, fuel and card processing included. Gratuity is optional and never added automatically. Gratuity is never added automatically. Programs of three or more days take 5% off the rate.
Need the passenger-count math for a single movement instead of a program? That lives on group transportation in Denver, and the 50-to-300-attendee planning detail is on group transportation planning.
How a conference block runs
- 1
You send the block
Arrival and departure manifest with flight numbers, hotel, venue and headcount. A spreadsheet is fine; so is a forwarded airline confirmation.
- 2
We build the vehicle plan
Headcount and luggage decide the vehicle mix, not the other way round. You get the plan in writing with the all-in rate for each vehicle before anything is confirmed.
- 3
Dispatch runs the days
Every tail number is tracked and vehicles are staged against actual landings, not the printed schedule. Chauffeurs are assigned by name in advance rather than pulled from a rotating pool.
- 4
One invoice at the end
Per-trip detail on a single invoice, coded however your accounting needs it.
Where we meet your attendees at DEN
Denver International Airport puts commercial and chauffeur vehicles on Level 5, the baggage claim level — that is the only level our vehicles are permitted to stage on. Chauffeurs pick up at the Island 2 limousine booth on the Level 5 curb, loading at Door 511 on the east side or Door 506 on the west.
Level 6 is ticketing and departures. Level 4 is the curb for personal cars, friends and family, and no Arion vehicle picks up there — if an itinerary tells your attendees to go to Level 4, it did not come from us. Full walkthrough on the Denver airport transportation page.
Airport arrivals include 30 minutes of complimentary wait time measured from actual landing, and delays caused by the airline never carry a wait charge. When weather closes I-70 or a flight bank collapses, a reservation is never cancelled on our side unless you tell us to cancel it.
Planner questions, answered plainly
Do you provide a certificate of insurance and your PUC number for our vendor file?
Yes, both, before the contract is signed. Arion operates under Colorado PUC permit LL-04689 with $1.5M commercial auto liability and $5M general liability. We issue certificates of insurance with additional insured endorsements, plus a W-9, on request.
How large a group can you move?
Fifty-six passengers in a single vehicle on the 56-Passenger Coach Bus, and any headcount above that on multiple vehicles run to a staged schedule. Conferences of 100 to 300 attendees move this way routinely.
How do you handle attendees landing on different flights?
Send the arrival manifest with flight numbers. Dispatch tracks every tail number and stages vehicles against actual landings. Passengers landing within 45 minutes of the staged departure ride together, which is what stops a 30-person arrival from turning into 30 separate vehicles.
Where do vehicles meet arriving attendees at Denver International Airport?
Level 5, the baggage claim level, which is the only level where commercial and chauffeur vehicles are allowed to stage. Chauffeurs pick up at the Island 2 limousine booth on the Level 5 curb, loading at Door 511 on the east side or Door 506 on the west. Level 6 is ticketing and departures, and Level 4 is the personal-car curb, so no Arion vehicle picks up there.
What does a program cost?
All-in hourly rates are published above and are the same rates a planner sees on a bid: Executive SUV $154.50/hr, Luxury Sedan $154.50/hr, Luxury SUV $180.25/hr, Luxury Coach Van $231.75/hr, Executive and Jet Van $283.25/hr, buses quoted per trip. Airport transfers are quoted at the vehicle minimum rather than by the hour. Programs of three or more days take 5% off the rate.
How does billing work for a corporate account?
Approved corporate accounts are vetted, then invoiced on 30-day terms. Programs booked without an account are prepaid: 30% deposit to hold the vehicles, balance due 14 days before the first movement, or in full if the program is inside 14 days. Payment by ACH or card, at the same all-in rate either way.
What is your cancellation policy on a group program?
Cancel 48 hours or more before the first movement and we keep 10% of the program value. Inside 48 hours the deposit is retained. Individual vehicles pulled from a multi-vehicle program follow the same schedule as the program itself, not the single-ride policy.
Can the same chauffeur stay with a speaker or executive for the whole conference?
Yes, and this is the normal request for keynote speakers and visiting executives. The chauffeur is named on the reservation in advance and carries the same principal through the stay.
Do you sign hotel and venue vendor agreements?
Yes. We hold vendor status with Front Range hotels and venues and will complete a venue's insurance, access and staging paperwork. Send the packet with the RFP and it comes back with the bid.
Who do we call during the event?
One named dispatch contact for the whole program, reachable 24/7 at (970) 703-4995, plus [email protected] for anything in writing. You are not routed to a call center.
Send us the RFP or the arrival list
Either one is enough to start. Email [email protected] or call (970) 703-4995 and you will have a written vehicle plan with all-in rates, plus the COI and PUC certificate, in the same reply.
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