Group guests by actual arrival movement
Use the flight into the destination airport, not the first flight leaving a guest's home. Keep different arrival dates and airports distinct. Note which guests need child seats or assistance, and avoid placing sensitive passport or payment information in a general coordination spreadsheet.
Match luggage and occasion requirements to the vehicle
Describe bulky garment bags, wedding items and ordinary suitcases. Ask about any special handling rather than assuming extra equipment can travel in passenger space. If an accessible arrangement is needed, confirm it independently from the number of seats requested.
Assign a contact who can make decisions
Choose someone who can tell dispatch about a missing guest, replacement flight or revised hotel. Make the confirmed meeting instructions available to the travellers themselves. A coordinator in another country should not be the only person with the driver-meeting details.
Plan departures before the event becomes busy
Send the return movements with the actual flight, date and accommodation for each group. Reconfirm if guests change hotels or extend their stays. Ceremony transport, excursions and hotel-to-hotel journeys should be listed as separate movements rather than implied by an airport reservation.
Send the flight, get the price in writing
Hotel name, flight number, date and party size. We reply with the fixed rate, track the flight and meet you inside arrivals with a name sign. Pay the driver on arrival.
Book on WhatsAppQuestions we get on this
- Can one booking cover guests on several flights?
- Provide the separate movements for review. Vehicles and collection arrangements need explicit confirmation.
- Are ceremony transfers included?
- Request them separately with the locations and schedule so the team can quote the full scope.