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Behind the Wheel at IMEX
PRA drives what’s next as IMEX’s exclusive transportation provider
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The Event Industry’s Big Event
Every October, Las Vegas transforms into a global hub for the meetings and events industry as IMEX America welcomes more than 10,000 meeting planners, vendors, and hospitality professionals from around the world.
A finely tuned logistical operation powered by PRA is behind the scenes of this massive event—and I’ve had the honor and pleasure of leading PRA's transportation logistics for IMEX over the last decade.
My journey with PRA began in 2015, when I was inspired by industry veteran and PRA Managing Director Candie Clark Beane, DMCP. My first IMEX was in 2016, where I served as a coordinator, and I have been managing it fully since 2018. Today, I’m an Associate Director of Experience Design who also leads the complex logistical and transportation program for IMEX—and I love it. Peek behind the logistical scenes with me:
By the Numbers
- Attendees Transported: 4000+, over 3 show days
- Attendee Hotels: 16 across the strip
- Vehicles Used: up to 45 per day, demand dependent (45 mini coaches, 5 of which are electric)
- Passengers: 25 - 32 per vehicle, between events and hotels
- PRA IMEX Team: 50 people
- Transportation Partners: 6
- Daily Service: 12 hours, approximately 15 routes per vehicle
- Routes Covered: up to 5 miles one way
- Busiest Day: Tuesday with 8 motorcoaches transferring attendees from airports to IMEX
Our goal is to move as many hosted buyers as we can based on the rising number of attendees each year. Note, other transportation options, such as rideshare, are also available.
Here for the Logistical Challenge
Is managing logistics for thousands of people over three days in Vegas a logistical nightmare? Not when you love vehicles as much as I do: I’m choreographing a delicate dance with precision.
Our transportation partners, routes, and timing must be perfectly synchronized. That means I’m tracking every detail, assigning every vehicle to the right hotel from the airport shuttles, parties and more, allocating vehicles based on the guest count at each hotel.
For example, every evening, we send vehicles to IMEX at Mandalay Bay to bring attendees back to their hotels–at least five different routes. Mindful of our carbon footprint, we also track miles driven for each vehicle.
Of course, roadblocks happen. In 2024, we planned to work around the implosion of The Tropicana Hotel and city-imposed road closures. Coincidentally, Formula 1 was in town, compounding our congestion challenge. But with seasoned drivers committed to delivering the best, they seamlessly pivot to alternative routes, ensuring attendees got where they needed to be smoothly.
More than Vehicle Transfers
I’ve always been a part of IMEX, and I always want to be. I even had the opportunity to attend IMEX in Frankfurt, Germany, an incredible experience where I shared and learned best practices with the Frankfurt team.
The PRA and IMEX teams are a family. We share so much more than just vehicle transfers. We’ve gotten to know each other, are emotionally connected, and the program feels like a family reunion with so many of the staff, drivers, and IMEX team returning year after year. That consistency and unity spill over to the service guests receive.
Where Next Begins
Planning for the IMEX transportation program starts a year in advance, literally the week after IMEX closes. Vehicles are reserved, staff are retained, and the group chats start. Our camaraderie, commitment, and expectations are clear: we move quickly together with no room for errors.
We’re ready to move attendees next week, adding smooth and seamless transportation to their IMEX experience.
This article was previously featured on LinkedIn and has been republished on PRA.com.
