Group guests by the journey they need
Start with the journeys you know, and keep uncertain arrivals clearly marked. A simple plan with a contact for each pickup is more useful than several people forwarding changing messages to the same driver.
Create a list with the arrival point, date, time, guest count, luggage and destination for each group. Keep airport terminals and railway station pickup points specific. Two guests with similar arrival times may still need separate arrangements if they are far apart or have different onward plans.
Ask about boarding needs and bulky luggage, including garment bags. Nominate one contact who knows the group at each pickup. Share only the contact information required for that journey, rather than sending an entire wedding guest list to every operator.
- Arrival transfer: Arrival point, luggage, meeting place and delay handling
- Hotel to venue: Departure groups, access, waiting and return pickups
- Late return: Confirmed time window, contact person and extra-time terms
- Departure transfer: Ready time, bags and the correct station or terminal
Decide between transfers and a vehicle for the day
A specific transfer, a series of shuttles and a vehicle kept for a full day are different requests. Tell the owner which you need. If the vehicle is expected to remain nearby between functions, ask how waiting and parking will be handled.
One larger vehicle may suit guests leaving together. Smaller vehicles may be more practical for scattered arrivals or different return times. Compare complete quotes for the actual schedule. A large vehicle cannot make two distant pickups at once just because there are spare seats.
Check the venue and leave room for changes
Confirm where the vehicle can stop at each hotel and venue, particularly if a tempo traveller is being considered. Ask the venue about access and parking, then share the instructions with the owner. A map pin may lead to the property without identifying the right entrance.
Discuss what happens if a function finishes later than planned or an arrival is delayed. Confirm the extra-time rules and whether later pickups depend on fresh availability. Avoid promising guests an open-ended vehicle arrangement when you have agreed only a particular transfer.
Common questions
- Should we hire one large vehicle or several cars?
- Compare the timing and location of guest movements as well as the headcount. One vehicle suits shared journeys; separate vehicles may be needed for simultaneous or widely separated pickups.
- Can the vehicle wait until the function ends?
- Only if that waiting arrangement is agreed with the owner. Confirm the time window, parking and charges if the event runs late.
- What if we do not know every guest arrival yet?
- Quote the confirmed journeys first and label the uncertain ones. Ask how additional transfers can be requested, without assuming vehicles will remain available.
Sources & further reading
This guide explains the platform’s enquiry model and the details to discuss with a partner.
Confirm availability, inclusions and the complete quote directly with the partner. How we prepare our guides