Concierge Event Solutions | Transportation & Event Staffing — Central California
Golden Gate Bridge at golden hour from the Marin Headlands

Transportation & Event Staffing · Central California

Transportation and event staffing for Central California.

On-site transportation and event staffing for corporate events, incentives, and conferences.

Request a Proposal [email protected]

What we do

Transportation and staffing is the core of our business.

A black luxury motorcoach on a Napa vineyard road at dusk
Our specialty

Transportation & Logistics

From the first arrival to the last return, we manage the movement of your attendees as one program. Routes, vendors, and day-of dispatch sit with a team that already knows the region.

  • Airport arrivals and departures
  • Off-site activity and dine-around shuttling
  • Manifest and route management
  • Vendor and driver coordination
Registration desk in a cream-and-brass hotel lobby
In-house team

Event Staffing

The people who attendees first meet set the tone for the whole event. We staff registration, VIP, directional, and activation roles with professionals who know how to work a live program.

  • Registration, greeters, and VIP support
  • Ushers, directional, and docent / concierge staff
  • Brand ambassadors, activations, and pop-up retail support
  • Setup and strike crews

All services →

Where we work

Regions we serve.

San FranciscoSan Francisco Silicon ValleySilicon Valley NapaNapa & Sonoma MarinMarin Coast TahoeTahoe & Truckee

Tell us the dates, the region, and the headcount.

Or email us at [email protected].

Request a Proposal
Luxury motorcoach

Services

Transportation and staffing, with the operations to run them.

Professional support for corporate events, incentives, and conferences, from the first arrival through the last departure.

Motorcoach

Our specialty

Transportation & Logistics

From the first arrival to the last return, we manage the movement of your attendees as one program. Routes, vendors, and day-of dispatch sit with a team that already knows the region.

  • Airport arrivals and departures
  • Off-site activity and dine-around shuttling
  • Manifest and route management
  • Vendor and driver coordination
  • Real-time day-of dispatch
Registration desk

In-house team

Event Staffing

The people who attendees first meet set the tone for the whole event. We staff registration, VIP, directional, and activation roles with professionals who know how to work a live program.

  • Registration, greeters, and VIP support
  • Ushers, directional, and docent / concierge staff
  • Brand ambassadors, activations, and pop-up retail support
  • Setup and strike crews

When the program needs it

Operations, décor, dining, and entertainment.

Booked with transportation and staffing, or on their own, so the guests can enjoy a seamless experience.

Rooftop

Event Operations

Load-in windows, vendor sequencing, and a backup plan when the venue or the weather shifts. We keep the clock honest so the program stays on the schedule you set.

  • Load-in / load-out scheduling
  • Vendor and venue coordination
  • Contingency planning
Napa dinner

Décor, Dining & Entertainment

We plan the setting, the table, and what happens after dinner as part of the same engagement, so the guests can enjoy a seamless experience, while you work with one contact.

  • Décor and themed events
  • Food and beverage coordination
  • Activities and entertainment

Tell us the dates, the region, and the headcount.

Or email us at [email protected].

Request a Proposal
Golden Gate Bridge

Where we work

Regions We Serve.

San Francisco, Silicon Valley, Napa & Sonoma, the Marin coast, and Lake Tahoe & Truckee.

San Francisco

Base of operations

San Francisco & the Bay Area

From downtown hotels to waterfront venues and city-wide conferences, we have you covered. We run airport arrivals, hotel programs, evening dine-arounds, and the movement between them. Our team knows the venues and the guest flow, so a city-wide program can run as one plan.

Typical programs include association meetings, tech conferences, leadership dinners, and private events that need to feel like one city-wide plan, not a stack of separate vendors.

Silicon Valley

Core region

Silicon Valley & Peninsula

Campus offsites, SKOs, and executive briefings across the Peninsula. Programs here tend to be tight on time and high on expectation. Product teams, leadership groups, and company meetings need to start cleanly and feel looked after.

We plan around campus-adjacent venues and the hotel clusters that serve them, so the days feel local even when the agenda is packed.

Winery property in Napa Valley

Core region

Napa Valley & Sonoma

Vineyard dinners, incentive programs, and board retreats in wine country. Napa and Sonoma are where a meeting becomes a memory: winery buyouts, dine-arounds, and evenings that have to land just right.

We plan the movement between properties and the guest experience on location, with a team that already knows the valley.

Marin

Core region

Redwood & Marin Coast

From leadership retreats to outdoor programs along the coast and in the redwoods, the Marin Coast provides a more relaxed pace from the city. Muir Woods, the Headlands, and quiet properties work well when a group needs to think.

We handle transporting guests and on-site support, from arrival through the day on the coast.

Tahoe

Core region

Lake Tahoe & Truckee

Lakefront meetings, winter incentives, and summer offsites around Lake Tahoe and Truckee are destinations with their own seasons, their own properties, and their own way of moving a group.

We plan programs here the same way we do in the Bay, with a lead on the ground and a plan that holds from arrival through the last night.

Further reach

Central Coast, Sacramento Valley, and beyond

Hosting an event somewhere else? Our experienced team of Travel Directors are ready to step in. Tell us the dates and we'll let you know how we can support.

Planning a program in one of these regions?

Request a Proposal
Hills

About

A Central California company, built from the work.

Transportation, staffing, and on-the-ground logistics, run by a team that lives here.

Leadership

An operator first. Then a company around the work.

Sterling Hale spent years running transportation, event staffing, and logistics for Bay Area programs. Concierge Event Solutions grew out of that work: the same local relationships, the same on-site habits, and a team that stays with the program from the first call through the last departure.

We support corporate events teams, incentive houses, associations, and destination management companies across Central California. Some clients book us directly. Others use us as the local partner on a larger program. The lead you talk to is the lead who shows up.

"The work is local. The people running it should be too."

Registration

How we work

How a program comes together.

01

Discovery

Share the region, the dates, the headcount, and what success looks like. We listen, then shape a plan around this area.

02

Planning & Design

Transportation, staffing, and timing come together as a single program, with one point of contact on our side throughout.

03

On-site Execution

Our team is there. Decisions get made on the ground, in real time, not from a remote ops center.

Who we work with

Corporate teams, planners, and DMCs. One local partner.

Book us for transportation, for staffing, or for the full local program. You get a plan built for this region, a lead who stays with you, and a team that is on-site when the event starts.

Request a Proposal

Campus

Good to know

Before you book.

How we price, how we staff, and how a program typically comes together.

What kinds of events do you support?

Corporate events, SKOs, incentive programs, conferences, association meetings, and private celebrations. If it needs transportation, staffing, or on-the-ground logistics in Central California, it is in our wheelhouse.

Which services can we book on their own?

Any of them. Transportation, staffing, operations, and décor / dining / entertainment can be booked together or separately. Most clients use more than one, because the same lead then owns how the days actually run.

How do you typically price a program?

Either a flat program fee or a management fee as a percentage of transportation and staffing spend, plus the pass-through cost of vehicles and vendors. We'll recommend a structure once we know your dates, region, and headcount.

How much lead time do you need?

We recommend a three-month lead time. Programs can be planned more quickly when needed, but availability of vehicles and staff is the main hurdle, especially during peak weeks in San Francisco, wine country, and Tahoe.

Do you provide the vehicles?

We manage the fleet. Coaches, vans, and sedans come from operators we already run with in this region, contracted to your program and dispatched by our team. You get one conversation, not a stack of vendor emails.

Who is on-site during the event?

A lead from our team. The people who planned the routes and the staffing are the people who stand in the driveway.

Can you work alongside our existing planner or DMC?

Yes. Many of our weeks sit inside a larger program. You keep the client relationship. We run the local piece: transportation, staffing, and the day-of details around them.

What size events do you take?

From intimate executive groups to several thousand attendees. If you're unsure, send the dates, region, and headcount and we'll tell you how we'd staff it.

Where do you work?

San Francisco, Silicon Valley, Napa and Sonoma, the Marin coast, and Lake Tahoe & Truckee, plus the rest of Central California when the program belongs here.

How do we get started?

Share the dates, the region, the headcount, and which services you need. We'll follow up with a structure and next steps.

Still deciding?

Send the dates, the region, and the headcount. We'll follow up with a structure and next steps.

Request a Proposal

Napa

Request a proposal

Tell us the dates, the region, and the headcount.

We'll come back with a structure, either a flat program fee or a management fee, and a clear picture of vehicles, staff, and the day-of lead.