Separate landing from group readiness
List flights by date, number, airport, confirmed terminal and group size. Discuss assembly after baggage collection and an accessible meeting point. Where guests arrive on several flights, compare shared waiting with separate transfers against guest comfort and the business schedule.
Treat luggage as a separate requirement
Record baggage quantities, sizes, equipment and boarding needs. Confirm the proposed vehicle offers suitable seats and storage, and assign groups clearly when several vehicles are used. Airport transfers may require a different class from later business visits without luggage.
Agree communication and waiting
Nominate a delegation coordinator and a channel for flight, hotel or meeting changes. The offer should define waiting start, inclusions, extensions and route changes. Share enough information for coordination while limiting guest details to the people who need them.
Connect the whole day
Send airports, hotels, meetings and returns with locations and required arrival times. State whether a vehicle stays dedicated to the delegation or serves separate transfers so hours, vehicle choices and availability can be reviewed consistently.
