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Passenger information system for events

Nobody should have to guess when their shuttle will arrive.

Live vehicle tracking and real arrival predictions for multi-day events, covering hotels, parking, venues, and more. Your attendees scan a code and see their shuttle. Your operations team sees everything moving: shuttles, luggage trucks, road crew, even participants on course. Contract for a single event: no annual licence; nothing to renew.

Book a walkthrough See it in the field
  • No app download
  • Custom branding
  • Kiosk & signage displays
  • GPS tracking hardware and data plans
  • Unlimited passengers & vehicles
  • Contract per event — zero lock-in
No app to install — it opens in the browser.

The problem

A shuttle you can’t see is a shuttle that isn’t running.

At a multi-origin event, attendees stand on a curb with no idea whether the shuttle left two minutes ago or twenty. They call the front desk. The front desk calls you. Someone decides to drive instead — and now your parking plan is wrong too.

Meanwhile your dispatcher is working from radio chatter and a group text, with no way to see that three vehicles on the same route just bunched at the venue while people wait across town.

Confidence is lost fast

One long unexplained wait, and people stop trusting the shuttle for the rest of the event — and start driving.

Time-critical mornings are unforgiving

When the start line closes at a fixed hour, a missed shuttle isn’t an inconvenience — it’s a missed event.

You learn what went wrong a year too late

Without data, next year’s plan is built on the same guesses as this year’s.

Passenger experience

Scan a code. See the shuttle. Done.

A progressive web app — no download, no account, no app store review. Print the QR code on signage and each code opens directly to that stop’s route, already selected.

The “Choose your start” screen: a searchable list of every pick-up point — AC Hotel, Beechwood, Comfort Inn, Courtyard, Fairfield Inn and more — each with its address and the route badge that serves it.
One app covers every hotel, lot and venue on the event.
  • Real arrival predictions, not a dot on a map. The engine projects each vehicle onto its route, detects stops, and learns actual leg and dwell times as the day goes on.
  • QR deep links so printed signage lands people on the right route with zero taps.
  • Works on any phone, instantly. A progressive web app means no install friction at the exact moment someone is in a hurry.
  • Embeddable into your existing event app or website, under your own branding.
  • Unlimited passengers. Adoption costs you nothing extra — a busy year is a good year, not a bigger invoice.
Printed lobby sign for Route 1: Fairfield Inn shuttle to PMC Venue, with a route map, Friday and Saturday service hours, and a QR code reading “scan to track your shuttle live”.
The same sign generated for Route 5: Homewood Suites shuttle to PMC Venue, identical layout with its own route map and QR code.
Signage generated from the same route data — no separate design pass.

Operations

Everything the crew needs, generated from one source of truth.

Define your routes once. The passenger app, the dispatch console, the lobby displays, the driver handbooks and the crew schedules all come from the same configuration — so they can’t drift apart at 5 a.m. on event day.

Admin console, Fleet tab: every vehicle in one table with its GPS device, route, driver, status, current position, speed, heading, battery level and time since last update. Admin console, Stops tab: per-stop wait analytics showing ETA, first and last service, average and peak dwell, average, current and maximum wait, and pickup counts — expandable to every individual vehicle visit. Admin console, simulation engine: estimated route statistics for all nine routes, with controls for traffic, dwell, guests per room, headway spread and driver breaks, and inbound and outbound distance, time, load and round-trip time per stop.
Every vehicle, its route and its driver — reassignable mid-event in one click.
Venue departures board: a live list of hotel destinations, each with its route number and status — Courtyard Marriott and Hampton Worcester boarding, AC Hotel arriving, and the rest counting down from 1 to 9 minutes.
The departures board at the venue exit, Pan-Mass Challenge Worcester 2026.

A departures board that reads itself out loud.

Point a screen at the display URL and it runs itself — no app, no operator, no refreshing. Every destination the venue serves is ranked by who leaves next, and arrivals are announced aloud, so a departing rider can read one line or simply listen and know where to stand.

  • Ranked by arrival, not alphabetically. The next bus is always at the top, so the board answers the question people actually have.
  • Status, not just a number. Boarding and Arriving replace the countdown when a vehicle is at the curb — the moment the minutes stop being useful.
  • Spoken announcements call each arrival and boarding, so the board still reaches people facing away from it, wheeling a bike, or standing too far back to read it. Nobody has to watch a screen to avoid missing their shuttle.
  • Readable at a distance, with the route badge repeated on signage, driver handbooks and the passenger app so the number always means the same thing.
  • Any screen you already own. A spare TV, a tablet on a stand or a portrait monitor — landscape and portrait both lay out correctly.
  • Your branding. Event logo, destination logos and colours come from the same configuration as everything else.

Driver handbooks & crew schedules

Per-driver, per-day printed run sheets with stop order, timings and maps — generated, not hand-assembled in a spreadsheet the night before.

Simulation engine

Stress-test a route plan before the event. Add vehicles, change headways, and see what passengers would experience — so staffing decisions are made on evidence.

Battery & signal monitoring

Every tracker reports its own charge and last fix. You find out a unit is fading with hours to spare, not when a vehicle silently drops off the map.

Shuttles first — but not only shuttles.

Anything that moves at your event can carry a tracker, and anything carrying a tracker can have an ETA. The same map, the same dispatch console and the same after-action report cover all of it — you are not buying a shuttle tool and then a second tool for everything else.

  • Shuttles & coaches Fixed routes between hotels, parking and the venue — the loop most attendees ride, and where predictions matter most.
  • Luggage & equipment trucks Point-to-point runs on their own schedule. Know the bag truck reached the finish before the first participant does.
  • Road crew & support vehicles No fixed route at all. Sweep vehicles, medics and mechanics appear as free-roaming assets a dispatcher can actually find.
  • Participants themselves Riders, runners and walkers carrying a tracker get an ETA to the next checkpoint — for spectators, family and the crew sweeping the course.

Analytics & after-action reporting

Next year’s plan, written from this year’s evidence.

Most shuttle debriefs are anecdote — the one complaint someone remembers, the route a volunteer thought was busy. Every position from every vehicle is retained and analysed, so the debrief is measured instead: what each group actually experienced, where the fleet was under-used, and which changes would move the needle next year.

  • Wait times as passengers experienced them. Corrected for the fact that people are more likely to arrive during a long gap than a short one — the honest number, not the flattering one.
  • Evidence for where to add a vehicle — and, just as valuable, where adding one would change nothing because the constraint is distance, not frequency.
  • Vendor-ready summaries per operator: mileage, hours, speeds, breaks.
Report page: Rider Experience — a table of all nine inbound routes on Friday with buses, pickups, first and last departure, average wait, 95th-percentile wait and average trip time. Report page: Technology and App Usage — ETA accuracy findings and a by-the-numbers table covering app users, GPS positions processed and cloud cost. Cover page of the PMC Worcester Shuttle Service 2026 After-Action Report, with a photograph of the bus fleet staged at the venue and the headline fleet and ridership figures.
Delivered as a document your board and your vendors can both read.

Passenger experience

Wait and on-vehicle time, per route and per direction, as average, median, 90th and 95th percentile — so the worst experience is visible, not averaged away.

Service delivery

Pickup counts, first and last service times, headway between vehicles, dwell at each stop, and full round-trip times per route.

Fleet & drivers

Distance, driving versus stopped time, average and maximum speed, battery consumption and break timing — per vehicle, per operator, per day.

Staging & venue capacity

How many vehicles sat at the venue over the day, split into boarding, queued behind another vehicle on the same route, and on break — with lot utilisation against capacity.

Plan versus actual

Your pre-event estimates scored against what happened, route by route, so next year’s plan starts from measured times rather than free-flow map estimates.

Raw data, exportable

Every GPS position enriched with route, stop, and break status as CSV. Nothing is locked in the platform — it’s your event’s data.

What this found at a real event

One route accounted for nearly all of the poor experience on the busy day — and the same route corrected itself the next morning on identical staffing, proving the cause was traffic rather than too few vehicles. A second route carried zero passengers while occupying two vehicles for most of an afternoon. And roughly one vehicle in three sitting at the venue was queued behind another on the same route, adding nothing for anyone waiting across town.

None of those were visible on event day. All three were actionable findings worth more than the platform costs.

Proven in the field

PMC Worcester 2026: two days, 31 vehicles, hundreds of passengers kept in the loop.

A two-day charity cycling event: 12 hotels, ~910 rooms, nine routes, a parking garage shuttle, and a Saturday morning where every rider had to reach the start line before dawn.

31
Vehicles tracked
2,902mi
Driven across two days
80,565
GPS positions processed
17
Hotel, venue, parking stops
0
Tracking failures

Race morning is the hard part, and it held

Saturday service ran 3:45–5:45 a.m., when a missed shuttle means a missed start. Every route came in under 7.5 minutes average wait. Five of seven routes ran a final pickup within four minutes of the published close.

  • Predictions skewed conservative. Buses typically arrived sooner than promised — the safe direction to be wrong.
  • Under 40% battery drawn across two days, so no mid-event charging or swap logistics.
  • Under 1% of the devices’ data plans consumed.
The dispatch map during service: nine colour-coded shuttle routes across Worcester and Auburn, with hotel and restaurant stops marked by their own logos and live buses labelled with their drivers’ names.
Nine routes, one map — every vehicle placed on its route in real time.

Who it’s for

Built for events where people start from many places at once.

The value is highest when people can’t see the shuttle coming, don’t know the area, and can’t afford to miss it. That describes three kinds of event particularly well.

Charity endurance rides

Multi-day, hotel-based, dawn starts

Riders spread across a dozen hotels, a fixed departure they cannot miss, and a volunteer operations crew that changes every year. The exact shape this platform was built for.

Pan-Mass Challenge · Bike MS · Tour de Cure · Ride to Conquer Cancer

Endurance racing

The hardest deadline in events

Transition closes at a fixed time and an athlete who misses it forfeits a year of training. Shuttles run from 4 a.m., often every 15 minutes, from hotels and remote park-and-ride lots.

Ironman & 70.3 · marathon majors · destination triathlons

Conventions & festivals

Dozens of hotels, one venue

The many-origins-to-one-destination pattern at its largest, with attendees who don’t know the city, on multi-day schedules, where shuttle quality shapes the whole impression of the event.

Trade shows & conferences · music festivals · citywide conventions

If everyone starts from one parking lot and can see the queue, you don’t need this. If they start from twelve hotels across two towns and the first wave leaves at 3:45 a.m., you do. — The qualifying test we apply before quoting

Good fit checklist

  • Multiple pickup origins, not a single lot
  • 20+ vehicles in service
  • Passengers unfamiliar with the area
  • A time-critical arrival window
  • Chartered vehicles you don’t own
  • An event that recurs each year

Pricing

A flat fee per event. Nothing to renew.

Priced per event — not per year, per vehicle, or per passenger. What you pay turns on how many routes you run, and nothing else.

Platform
Flat fee, up to five routes
  • Setup and white-labelling in your event’s branding
  • Unlimited passengers, vehicles, devices and stops; the software never meters adoption
  • Passenger web app with predictive ETAs, custom branding, embeddable
  • Admin console, kiosk modes and simulation engine
  • Signage, handbook and crew-schedule generation
  • Cloud hosting and event-day support
  • Post-event after-action report
Additional routes
Per route beyond five

Priced per route, not per vehicle.

A route is the unit of setup work: stops and geometry, timing calibration, signage, QR deep links, driver handbooks and crew schedules. Vehicles are free — run as many on a route as you like.

GPS trackers
Three ways to get devices

Bring your own, rent, or have us procure.

Own trackers already? They work as-is — many models supported, nothing to buy from us. Need them for one weekend? Rent them, configured and charged, and send them back. Want to keep them? We source the right model and you buy at cost.

Why not a fleet-tracking subscription

Fleet software tells you where your vehicles are. It doesn’t tell a passenger when their shuttle arrives.

Conventional telematics is built for vehicles you own, on annual routes, under multi-year contracts. An event is the opposite of all three.

  Enterprise fleet telematics Budget no-contract trackers
Passenger-facing app & ETAs None — operator dashboard only None Purpose-built, with a predictive ETA engine
Commitment Typically 3 years, early-termination fees Month to month A single event. Nothing auto-renews.
Your own GPS hardware Proprietary devices only Their devices, usually OBD-II plug-ins Bring your own, or rent ours for the event
Chartered coaches Needs vehicle access and installation OBD port access you won’t get on a charter Self-powered units, no vehicle modification
Event operations tooling Not applicable Not applicable Signage, kiosks, handbooks, crew schedules
Post-event analysis Generic fleet reports Trip history export Full analytics suite & written after-action report
Pricing model $20–45 per vehicle, per month + activation and other fees $14–20 per vehicle, per month + activation and other fees Flat fee per event — vehicles never metered

Fully covered Most of the way Partial Minimal Not offered

Comparison reflects publicly advertised terms for widely used fleet-tracking products; specifics vary by vendor and quote.

Next step

See it running on your event’s routes.

Send us your hotel list and venue, and we’ll build a working route map for your event — then walk you through the passenger app, the dispatch console and a real after-action report.

Send us your event details

Typical onboarding is a few weeks from route data to a live passenger app.

Tell us about your event

We usually reply within a business day.