Airport transfers for business travel
For a business trip, give the address and entrance where the traveller needs to arrive. Add the meeting time separately from the requested pickup time. Reception, visitor registration and the walk through a large building can all sit between getting out of the car and joining the meeting.
If you are booking for a colleague or guest, make sure they receive the journey details and know who to contact if their flight changes.
Booking on someone else’s behalf
Use the travelling passenger’s name and provide a contact number they can use during the journey, with their knowledge. Keep the booker’s contact details available where requested, but avoid making an absent colleague the only person able to receive pickup instructions.
Send the passenger the booking reference, airport and terminal, destination address and collection instructions. If several people are travelling, nominate a lead passenger. Agree who can request changes so that the journey does not receive conflicting instructions from the traveller, organiser and venue.
Planning around a meeting
Begin with the time the traveller needs to reach the venue’s reception. Include any visitor pass, security or registration requirements before the meeting itself. Then consider the arrival process at the airport and the onward journey.
A flight’s scheduled landing time leaves several steps before road travel can begin. If the meeting follows soon after arrival, discuss the schedule with the organiser and leave space for delays. For a departure, the airline’s check-in and bag-drop deadlines determine when the passenger needs to be at the terminal.
Our Heathrow to central London guide compares road and rail planning for the full address. Travellers using London City Airport can check its separate transfer guide.
Offices, hotels and event venues
Confirm the correct site if a business has more than one London office. Give the street address, postcode and visitor entrance. For a conference, use the entrance on the delegate instructions; a hotel reception and an exhibition entrance may serve different parts of the same property.
If the day includes several stops, send the itinerary and ask what can be arranged. Include the order of addresses and any time spent at each. A car booked for one airport journey should not be assumed to remain available for later meetings.
For an overnight stay, check the hotel’s location against the departure airport and terminal. Read our hotel transfer guide for early collections and address details.
Vehicle and equipment requirements
Choose a category using both the passenger count and luggage. Sample cases, exhibition materials and presentation equipment may take more room than an ordinary suitcase. Describe the items and send dimensions where needed before confirming a vehicle.
The fleet guide shows the published capacities and example models. If a particular vehicle feature matters to the trip, ask about it in advance. Do not plan a call, charging session or equipment setup around a feature that has not been confirmed.
Receipts and booking changes
Check the organisation’s billing requirements before travel and ask us what documentation can be supplied. If a purchase order, company name or particular billing detail is needed, raise it when arranging the journey. Corporate accounts and payment terms should be agreed directly rather than assumed from a business booking.
For a change, send the booking reference, passenger name and the detail that needs updating. Include the new flight number or address where relevant. Ask for confirmation of the revised arrangement before sharing it as final with the traveller.