Start with the itinerary, not the cars
Vehicle planning follows the visit, not the other way around. Before booking anything, lay out who is arriving and when, how many people are travelling together at each stage, and which stops are formal (a board meeting, a client dinner) versus informal. That itinerary is what tells a provider how many vehicles are needed and when.
Matching vehicles to the group
- Principals (the visiting executive, board members) — an executive sedan or SUV, one per principal unless they're travelling together
- Staff and aides — a second vehicle or a Sprinter van if the group is large
- Security or protocol staff, if applicable — coordinated separately so principals aren't waiting on others' logistics
Confirm passenger and luggage counts in advance rather than at the curb, it's the single most common cause of a mismatched vehicle on the day.
The arrival
First impressions are made at the airport, so this is worth getting exactly right: the flight tracked in real time, a named chauffeur waiting at the pre-arranged pickup point, and no confusion about which car belongs to which guest. For high-profile or international delegations, brief the chauffeur in advance on names, titles, and any protocol preferences so nothing is worked out in the moment.
Between meetings
For a multi-stop visit, book as-directed (hourly) service rather than one-off transfers, the same chauffeur and vehicle stay with the group all day, waiting at each stop rather than being re-booked between them. A single point of contact on the provider's side, coordinating across every car in the delegation, keeps a multi-vehicle day from fragmenting into separate bookings.
Protocol and discretion
Visiting delegations often come with expectations around seating order, who rides with whom, and discretion around the visit itself. Use chauffeurs who are background-checked and NDA-capable, and communicate any protocol (seating, no photography, no discussion of the visit) directly rather than assuming it's understood.
The departure and the invoice
Plan the send-off with the same care as the arrival, timed to the return flight or the end of the final meeting, with the same standard of chauffeur and vehicle. Afterward, the whole visit settles as one invoice with cost-centre or event-code tagging, rather than a stack of individual receipts from a multi-day, multi-vehicle visit.