The venue’s public address may take a driver to the ticket entrance, while the car needs to reach a staff gate on another street. For an event organiser considering a driver for a business-provided car, a useful brief connects the road journey with the venue’s actual access arrangements.
Drivers on Demand (DOD) is preparing a marketplace connecting customers and businesses with verified independent drivers who drive customer- or business-provided eligible vehicles. Auckland personal and business services are coming soon, subject to product alignment and readiness. Bookings are not open. Event-company assignments have not been confirmed as accepted launch services. This guide prepares questions for a future enquiry; it does not confirm venue access, driver availability or an event transport package.
Define the car movement and its boundaries
Identify the registration, make, model and transmission of the car the business would provide. State the starting location, intended destination and what the driver would be asked to do. Explain whether anyone will travel in the car and whether anything will be carried, rather than leaving those details implicit.
If the plan includes passenger transport, equipment, a van or a trailer, describe that scope before seeking confirmation. Do not assume an enquiry about one car also covers shuttles, freight movements, loading work or specialist vehicles. Those arrangements need their own eligibility, licensing and insurance questions resolved.
DOD’s customer information describes the proposed checks for authority to provide a vehicle, roadworthiness and suitable insurance. The organiser should establish who can authorise the car’s use and have the responsible person check the actual insurance conditions for the proposed arranged driver. This article does not assess cover or approve the use case.
Confirm the vehicle entrance with the venue
Ask the venue or responsible event contact which gate the actual car may use. Record the street approach, gate name or number, and any access instructions that have been confirmed. Check whether the organiser needs to arrange a permit, vehicle registration on a list or another approval before arrival.
Make clear who is responsible for obtaining that approval. A journey confirmation would not itself grant permission to enter a controlled event site or pass a road closure. If access has not been settled, mark it as unresolved rather than writing “access arranged”.
Avoid copying an old event map without checking it. Ask for the version that applies to the relevant date and phase of the event: setup, public opening or pack-down. Our pickup-notes guide can help keep directions clear without adding unnecessary personal information.
Fit the journey around the site’s vehicle plan
WorkSafe’s event-risk guidance asks organisers to consider vehicle entry and exit, interaction with people, site conditions, speed restrictions and parked vehicles causing obstructions. Use the venue’s confirmed arrangements to explain where this particular car may go and when.
Ask who can clarify an instruction at the gate, where the car may wait if early, and what should happen if the intended route is unavailable. Do not invent a waiting spot or assume a pedestrian entrance can serve as vehicle access. The brief should help the driver understand the site plan, not substitute for the organiser’s risk management or any required traffic approvals.
If instructions conflict or access is refused, pause and clarify with the responsible contact rather than improvising a route through the event. Do not promise that a driver can direct traffic, marshal vehicles or undertake other event duties as part of the journey.
Name the people at both handovers
Identify who releases the car and keys, and who receives them at the destination. Include a contact role and an appropriate contact method for the assignment. A general event inbox may not resolve a question at a busy gate in time, so confirm how the responsible person will be reached.
The business vehicle handover guide helps define these responsibilities. Record the car’s final location as well as the passenger’s destination, if there is a passenger. If a later movement is contemplated, describe it separately and check the actual service options; do not assume the driver remains available throughout the event.
A venue-access brief to prepare
| Detail | Question to settle |
|---|---|
| Vehicle and scope | Which car, occupants, belongings and driving tasks are proposed? |
| Authority | Who can approve its use and release the keys? |
| Vehicle entrance | Which gate and street approach are confirmed for this date? |
| Permission | Who obtains any required access approval? |
| Timing | When may the vehicle enter, wait and leave? |
| Site instructions | What route, restrictions and contact apply? |
| Final handover | Where does the car finish, and who receives it and the keys? |
For example, an organiser could prepare a brief for a company car arriving at a staff gate before public opening, with the venue coordinator confirming the access window and receiving person. This is a hypothetical planning example, not a completed DOD job or confirmation that the assignment is supported.
Use the arrival-time guide to allow for the gate and handover as well as driving. During prelaunch, contact DOD for general questions. An enquiry does not approve the event use case, arrange venue permission or reserve a driver. If travel is needed before bookings open, arrange a suitable option already available.
About this guide
Prepared by the Drivers on Demand editorial team for Driver on Demand NZ Limited. DOD customer and Journal content and WorkSafe’s official event-risk guidance were checked on 30 October 2026. This is journey-preparation information, not a traffic management plan, legal or insurance assessment, or confirmation of DOD’s final event-service scope.