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LAi
Annual shows & events
The Annual Calendar That Decides Availability
In a convention or festival city during its week, the constraint is not price. It is whether a compliant vehicle exists. These are the weeks that sell out, roughly when they fall, and how far ahead to book each one.
By month
All 54 events, in calendar order
Exact dates move year to year and are set by the organiser. The desk checks the published dates before quoting rather than relying on the month shown here.
| Usual window | Event | City | Category | Booking advice |
|---|---|---|---|---|
| January | CES | Las Vegas, NV | Trade show | Every compliant vehicle in the Las Vegas valley is committed weeks in advance and operators bring cars in from Phoenix, Los Angeles and Salt Lake City. Book with your booth space, not with your flight. |
| January | J.P. Morgan Healthcare Conference | San Francisco, CA | Conference | Vehicles are committed by the previous autumn. Book in September for January, and book as-directed hours — the day is twelve meetings, not two transfers. |
| January | NRF Big Show | New York, NY | Trade show | The Javits approach on Eleventh Avenue is slow at session breaks. As-directed hours beat point-to-point transfers for anyone with meetings across midtown. |
| 1 January | Rose Parade and Rose Bowl Game | Pasadena, CA | Sport | Colorado Boulevard closes overnight. Anyone attending the parade needs a pre-dawn drop outside the closure and a walk in. |
| January | Sundance Film Festival | Park City, UT | Film | The festival announced a relocation to Boulder, Colorado from 2027. Confirm the host city for your year with the desk before booking flights or vehicles. |
| January to April | Winter Equestrian Festival | Wellington, FL | Sport | Season-long standing bookings with a consistent chauffeur are the norm here, not individual transfers. |
| February | Chicago Auto Show | Chicago, IL | Trade show | Media days and the charity preview evening are the transport peaks, not the public weekend. |
| February | Daytona 500 and Speedweeks | Daytona Beach, FL | Sport | Most guests arrive at Orlando and drive an hour east. Full-day charters with a held return beat trying to find a car after the race. |
| February or March | Mardi Gras | New Orleans, LA | Festival | The parade route sheet is published in advance and we plan every booking around it. Hotel access changes by the day and sometimes by the hour. |
| late February to March | NFL Scouting Combine | Indianapolis, IN | Sport | Downtown Indianapolis is skywalk-connected, so most movement is airport and evening work rather than daytime transfers. |
| February and September | New York Fashion Week | New York, NY | Fashion | Show addresses often arrive the day before. As-directed hours with a coordinator holding the run sheet is the only arrangement that survives it. |
| February | The Super Bowl | Rotating host city | Sport | Host cities sell out of compliant vehicles about six months ahead and the NFL imposes a credentialed traffic plan around the stadium. Confirm the host city with the desk and book early. |
| March | Amelia Island Concours d'Elegance | Amelia Island, FL | Motoring | Falls in the same month as The Players Championship an hour south. The two together commit northeast Florida's vehicles for weeks. |
| March | CERAWeek | Houston, TX | Conference | This is an as-directed week: principals move between the conference, private meetings and dinners on a schedule that changes hourly. |
| March | HIMSS Global Health Conference | Las Vegas, NV | Conference | Confirm the host city for the year before booking anything — HIMSS moves, and assumptions about the venue are the most common error. |
| late March to April | NCAA Final Four | Rotating host city | Sport | Host cities are announced years ahead and sell out of vehicles months ahead. Confirm the host city and book with the hotel. |
| March | Natural Products Expo West | Anaheim, CA | Trade show | Fly into John Wayne, not LAX. The ground difference between the two is about ninety minutes each way. |
| March | SXSW | Austin, TX | Festival | Downtown Austin closes to through traffic for much of the festival. Vehicles are committed the previous autumn and pickup points are agreed street by street. |
| March | The Players Championship | Ponte Vedra Beach, FL | Sport | Corporate hospitality here books its ground transportation with its tickets. By February the good vehicles are gone. |
| April | Coachella Valley Music and Arts Festival | Indio, CA | Festival | Designated drop and pickup zones are the only workable arrangement. Vehicles held on site cost less than vehicles fighting the return traffic. |
| late April to early May | New Orleans Jazz & Heritage Festival | New Orleans, LA | Festival | The Fair Grounds approach is residential and tightly controlled. An agreed cross-street pickup is essential. |
| April | New York International Auto Show | New York, NY | Trade show | Press days at the start of the week are the industry transport peak; the public days are quieter for chauffeured work. |
| April or May | RSA Conference | San Francisco, CA | Conference | Moscone loading and drop-off is tightly controlled during large shows. The desk works to the current traffic plan rather than the street address. |
| April | Stagecoach Festival | Indio, CA | Festival | Three consecutive festival weekends in the valley mean vehicle supply is committed from February onwards. |
| April | The Masters Tournament | Augusta, GA | Sport | Long-distance day trips from Atlanta — about two and a half hours each way — are a normal part of Masters week and are booked as full-day charters. |
| May or June | ASCO Annual Meeting | Chicago, IL | Conference | McCormick Place is a long way from the Loop hotels in traffic. Contracted shuttle loops beat individual transfers for teams of more than four. |
| early May | Berkshire Hathaway Annual Meeting | Omaha, NE | Conference | Vehicles are brought in from Kansas City and Des Moines and are still short. This weekend is booked by the previous autumn. |
| May | Formula 1 Miami Grand Prix | Miami Gardens, FL | Sport | Access is by credentialed lot. The lot number on your parking pass, not the stadium address, is what the chauffeur needs. |
| first weekend in May | Kentucky Derby and Kentucky Oaks | Louisville, KY | Sport | Vehicles are brought in from Cincinnati, Indianapolis and Nashville and are still short. Bookings are made by January and often by the previous autumn. |
| May | Offshore Technology Conference | Houston, TX | Trade show | NRG Park is south of downtown and the hotel shuttle loops are long. Delegations do better with a dedicated Sprinter than with the show shuttle. |
| July | Comic-Con International | San Diego, CA | Convention | Talent and studio movements here use the celebrity and VIP protocols — service entrances, unmarked vehicles and agreed hold points. |
| July | Essence Festival of Culture | New Orleans, LA | Festival | Superdome egress after a night session is slow. Group vehicles staged in an agreed lot leave far sooner. |
| July and August 2028 | LA28 Olympic and Paralympic Games | Los Angeles, CA | Sport | Olympic traffic management will change routing across the whole basin for several weeks. Corporate hospitality and delegation programmes for the Games are being planned now, not in 2028. |
| late July to August | Lollapalooza | Chicago, IL | Festival | Grant Park sits between the hotels and the lake, so the closures cut the natural routes. Cross-street pickups are agreed daily. |
| late August to early September | Burning Man | Black Rock City, NV | Festival | The final approach is unpaved and most chauffeur vehicles are not permitted on it. We transfer to and from Gerlach and Reno, not to the playa. |
| August | Gen Con | Indianapolis, IN | Convention | Group vehicles are the pattern here rather than sedans. Sprinters and mini buses book out first. |
| August | Monterey Car Week | Monterey, CA | Motoring | The peninsula runs out of vehicles entirely. Cars are brought from the Bay Area and Los Angeles and are committed by the previous winter. |
| August | Sturgis Motorcycle Rally | Sturgis, SD | Festival | Rapid City is the arrival airport and the ground supply in the Black Hills is genuinely thin. This is a book-a-year-ahead market. |
| late August to September | US Open Tennis Championships | New York, NY | Sport | Night sessions finish after midnight and the Grand Central Parkway backs up hard. Held vehicles with an agreed pickup lane are the only reliable way out. |
| September or October | Dreamforce | San Francisco, CA | Conference | Howard Street closes and the surrounding grid re-times. Pickup points are agreed by cross-street for the week. |
| September | Kentucky Bourbon Festival | Bardstown, KY | Festival | Distillery tours are timed and spread over an hour of driving. Three or four distilleries is a full day. |
| late September to October | State Fair of Texas | Dallas, TX | Fair | The Red River Showdown Saturday is the peak and Fair Park parking is effectively unavailable. Drop and on-call return is the arrangement that works. |
| October | Albuquerque International Balloon Fiesta | Albuquerque, NM | Festival | Pickups are around 4am and the roads to the park close early. Book the vehicle for the whole morning rather than a transfer. |
| October | Austin City Limits Music Festival | Austin, TX | Festival | Barton Springs Road closes and the park has a single practical approach. The designated rideshare and private-hire zone is some distance from the gates. |
| October | Formula 1 United States Grand Prix | Austin, TX | Sport | COTA egress on race day is severe. Vehicles held on site in a paid lot leave far sooner than vehicles trying to return from the city. |
| November or December | AWS re:Invent | Las Vegas, NV | Conference | The show is spread across five or more properties. Shuttle loops between them are contracted rather than reserved trip by trip. |
| November | Formula 1 Las Vegas Grand Prix | Las Vegas, NV | Sport | Hotel access changes daily during build, race and teardown. The pickup point is agreed with the desk each day rather than assumed for the week. |
| November | IAAPA Expo | Orlando, FL | Trade show | The OCCC has two campuses connected by a pedestrian bridge. Drop-off at the wrong campus is a fifteen-minute walk with a case. |
| late November | Macy's Thanksgiving Day Parade | New York, NY | Parade | The route splits the west side from the east for the morning. Airport departures that day leave earlier than anyone expects. |
| late November | RSNA Annual Meeting | Chicago, IL | Conference | Thanksgiving travel and RSNA arrivals collide in the same weekend. Airport meets need booking well ahead. |
| November | SEMA Show | Las Vegas, NV | Trade show | SEMA and AAPEX overlap and effectively double the load. Exhibitor teardown runs late into the night and needs vehicles booked for those hours specifically. |
| December | Art Basel Miami Beach | Miami Beach, FL | Art fair | This is an as-directed week: collectors and gallerists move between six or seven venues a day. Point-to-point booking does not work. |
| December | MJBizCon | Las Vegas, NV | Trade show | Falls close to the National Finals Rodeo, which compounds demand across the whole city that month. |
| Memorial Day weekend | Indianapolis 500 | Indianapolis, IN | Sport | Roads around the Speedway close early and the egress is measured in hours. Booked vehicles stage outside the closure and are worth every dollar that day. |
By type
Browse by category
Art fair (1)
Conference (9)
J.P. Morgan Healthcare ConferenceHIMSS Global Health ConferenceRSA ConferenceDreamforceAWS re:InventASCO Annual MeetingRSNA Annual MeetingCERAWeekBerkshire Hathaway Annual Meeting
Convention (2)
Fair (1)
Fashion (1)
Festival (12)
SXSWSturgis Motorcycle RallyCoachella Valley Music and Arts FestivalStagecoach FestivalLollapaloozaAustin City Limits Music FestivalMardi GrasNew Orleans Jazz & Heritage FestivalEssence Festival of CultureBurning ManAlbuquerque International Balloon FiestaKentucky Bourbon Festival
Film (1)
Motoring (2)
Parade (1)
Sport (15)
NFL Scouting CombineThe Super BowlKentucky Derby and Kentucky OaksThe Masters TournamentIndianapolis 500Daytona 500 and SpeedweeksUS Open Tennis ChampionshipsFormula 1 Las Vegas Grand PrixFormula 1 Miami Grand PrixFormula 1 United States Grand PrixNCAA Final FourLA28 Olympic and Paralympic GamesRose Parade and Rose Bowl GameThe Players ChampionshipWinter Equestrian Festival
Trade show (9)
How far ahead is far enough?
For a routine airport transfer, twenty-four hours. For a week on this list, months. The largest technology and medical shows commit every compliant vehicle in their host city three to six months out, and operators then import cars from neighbouring states at a premium. Booking your ground transportation when you book the booth or the room block costs less and, more importantly, actually gets you a car.
Where a week is genuinely sold out we will say so rather than confirming and hoping. In several of these cities the honest answer in the final fortnight is that we can move you but not in the class you wanted, and you should hear that before you pay rather than at the kerb.
Reserve for an event week Trade show transportation Meetings & groups
