Hotel Access & Coach Logistics Playbook | Vietnam Groups

A hotel can look perfect on paper and still fail operationally. Narrow streets, unclear drop-off rules, and limited coach waiting areas are among the most common reasons group programs fall behind schedule.

Why hotel access is a critical planning decision

Hotel access must be evaluated together with group routing decisions, particularly in dense cities like Hanoi.

• Group arrivals are time-sensitive and visible to guests
• Luggage handling depends on coach positioning
• Illegal or improvised stops cause delays and confusion
• Repeated access issues erode trust in program quality

Access issues compound quickly: a 5-minute delay at arrival often becomes a 30-minute disruption later in the day.

Understanding coach types and access realities

45-Seater Coaches

• Require wide streets and proper turning radius
• Often restricted in historic or dense urban zones
• Ideal for highways and suburban hotels

29–35 Seater Coaches

• More flexible in city centers
• Easier hotel access but limited luggage capacity
• Often used as a compromise solution

Mini Buses & Vans

• High flexibility, low disruption
• Increased vehicle count complicates coordination
• Best for VIP or small executive groups

Common hotel access scenarios (and their risks)

Direct Hotel Driveway

• Best-case scenario
• Allows smooth unloading and luggage handling
• Rare in historic city centers

Street Drop-Off (No Waiting)

• Most common risk point
• Requires precise timing and fast unloading
• Illegal waiting leads to fines or forced relocation

Remote Drop-Off + Walk

• Acceptable only for small or flexible groups
• High risk for seniors, VIPs, or formal arrivals

What planners often overlook

• Whether coaches can wait nearby after drop-off
• Time needed for luggage handling
• Hotel peak-hour congestion at lobby level
• Conflicts with other groups arriving simultaneously

Arrival and departure logistics that affect programs

Arrival timing must account for traffic and protocol conditions, especially during peak hours or official events.

• Arrival windows must avoid traffic peak hours
• Early arrivals strain lobby and storage capacity
• Late-night arrivals require staff readiness
• Departure day luggage timing affects breakfast flow

These factors should be built into hotel selection — not patched after contracts are signed.

How Dong DMC evaluates hotel access and logistics

• Physical access checks, not verbal confirmation
• Coach size validation by route and time of day
• Waiting and staging area verification
• Luggage handling workflow assessment
• Arrival and departure simulation

When to involve a local DMC early

• Groups of 30+ guests
• Programs using 45-seater coaches
• Hotels in historic or dense districts
• Programs with tight arrival or departure windows