Projects
Welcoming more than 17,000 delegates from around the world, the Rotary International 2023 Melbourne Convention transformed Melbourne into a truly global meeting place. With attendees spread across more than 60 hotels across the city,
many beyond the Free Tram Zone, the challenge was to deliver a transport experience that felt seamless, intuitive and stress-free from the moment delegates stepped out of their accommodation.
The complexity extended well beyond moving delegates between hotels and venue. International visitors required clear guidance on navigating Melbourne’s public transport network, while the scale of the event demanded careful management of peak arrival and departure periods. Accessibility was also a key consideration, with transport solutions needing to support delegates of all mobility levels.
Compounding these challenges, MCEC’s existing infrastructure required creative thinking to safely and efficiently manage large volumes of bus movements, ensuring delegate flows remained smooth while minimising disruption to the surrounding precinct.
TMS approached the Rotary International Convention with a service-first mindset, recognising that transport plays a critical role in shaping the overall event experience.
With thousands of delegates navigating a busy city environment, our role was to create a transport framework that felt organised, intuitive and dependable at every stage of the journey.
A comprehensive transport plan was developed that integrated Melbourne’s tram network as a core component of delegate travel. This included tailored journey plans for each hotel, detailed step-by-step tram instructions, customised route mapping, and negotiations with Public Transport Victoria (PTV) for additional tram services and ticketing arrangements. Clear communication was central to the approach. Delegates were provided with transport guides, maps and access to external tools such as the PTV app, alongside information on taxis, rideshare and limousine services. To further support confidence and ease of movement, locally based wayfinding staff were positioned at key tram stops and throughout MCEC, offering real-time assistance and local knowledge.
In a first for the venue, TMS worked with MCEC to repurpose the loading docks into a fully functional bus transit station. Passenger queuing was directed through an adjacent exhibition hall, effectively transforming it into a transport lobby and ensuring safe, efficient ingress and egress for large delegate volumes. An inter-venue shuttle service between MCEC and Rod Laver Arena supported Opening and Closing Sessions held off-site, while accessible transport solutions were embedded throughout the operation.
Delegates benefited from reliable transport, clear communication and on-the-ground support, contributing to strong positive feedback and inclusive participation outcomes. Wayfinding staff were consistently praised for their responsiveness and local insight, enhancing confidence and overall delegate satisfaction.
By leveraging public transport and limiting the need for additional vehicles, the operation supported Melbourne’s reputation as a sustainable and accessible destination for major international conventions.
“What made this year truly remarkable was the effective integration of the two venues. Efficient transport plans and effective communications between staff, venues and attendees made the convention a remarkable experience for our
participants.”
Shannon Watson, Director Meetings and Events, Rotary International
This project demonstrates TMS’s ability to integrate planning, communication and on-the-ground delivery to create transport solutions that become invisible to attendees in the best possible way. When transport works seamlessly, delegates can focus entirely on the event itself, confident that every stage of their journey is being managed with care, clarity and experience.
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