Veuve Clicquot Polo Classic
To support the large-scale logistics of the Veuve Clicquot Polo Classic, we developed and executed a comprehensive off-site check-in and guest transportation plan. With all attendees required to shuttle into Will Rogers State Historic Park, we secured the iconic Barker Hangar—typically used for major events—as the unexpected but ideal staging location. Our team managed every aspect of the process, including guest flow, shuttle logistics, and close coordination with city officials and security teams. Given the daytime nature of the event, with alcohol service central to the experience, safety was paramount. We implemented detailed measures to protect the venue, staff, and guests—ensuring smooth operations and a seamless transition to the main event site.
Project Overview
The Veuve Clicquot Polo Classic is a prestigious event that attracts a large and high-profile audience. To manage the extensive logistics involved in transporting guests to the Will Rogers State Historic Park, we designed and executed a comprehensive off-site check-in and transportation plan. With all attendees required to shuttle in, we secured the iconic Barker Hangar—an event venue known for its large-scale productions—as the ideal off-site staging location.
The Challenge
Managing large crowds and ensuring seamless guest flow is always a challenge for high-profile events, particularly when attendees must be transported from an off-site location. Given the outdoor, daytime nature of the event—where alcohol service is central to the experience—guest safety was a top priority. Additionally, the need for close coordination with city officials, law enforcement, and security teams added complexity to the logistics.
The Solution
Our approach involved creating a detailed and adaptive logistics plan that included:
- Off-Site Check-In & Guest Flow Management: Coordinating check-in at the Barker Hangar, ensuring smooth processing and clear signage for guests
- Shuttle Operations: Organizing an efficient shuttle system to transport attendees from the Barker Hangar to the event venue, with multiple departure points to prevent crowding
- Security & Safety Protocols: Collaborating with local law enforcement and security teams to implement safety measures, including controlled access points and alcohol consumption guidelines
- Coordination with City Officials: Working closely with city agencies to secure necessary permits and manage traffic control, ensuring minimal disruption to surrounding areas
- Guest Experience: Maintaining a high standard of service and experience while ensuring that logistics ran smoothly, from check-in to arrival at the main event site
The Outcome
Our approach involved creating a detailed and adaptive logistics plan that included:
- Off-Site Check-In & Guest Flow Management: Coordinating check-in at the Barker Hangar, ensuring smooth processing and clear signage for guests
- Shuttle Operations: Organizing an efficient shuttle system to transport attendees from the Barker Hangar to the event venue, with multiple departure points to prevent crowding
- Security & Safety Protocols: Collaborating with local law enforcement and security teams to implement safety measures, including controlled access points and alcohol consumption guidelines
- Coordination with City Officials: Working closely with city agencies to secure necessary permits and manage traffic control, ensuring minimal disruption to surrounding areas
- Guest Experience: Maintaining a high standard of service and experience while ensuring that logistics ran smoothly, from check-in to arrival at the main event site
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