The family and group airport transfer checklist
When several people are travelling, the useful booking details are often spread across different phones and suitcases. Bring them into one plan before choosing a vehicle. This checklist helps families and groups prepare the information needed for an airport transfer without guessing what will fit or which requests have been confirmed.
Count the whole party
Include every person travelling, including children, when entering the passenger count. Agree one lead passenger and a contact number they can use after landing. If the person making the booking is staying at home, share the confirmation and pickup instructions with someone who will be there.
For people arriving on different flights, list the flight numbers, terminals and dates before discussing a combined pickup. Do not assume the first flight’s landing time is when the whole group will be ready. Decide whether a shared pickup or separate arrangements best matches the actual itinerary.
Make one luggage list
- Checked cases: total the cases across the group, not just those belonging to the lead passenger.
- Cabin bags: include these alongside the larger cases.
- Pushchairs and travel equipment: record whether they fold and their folded dimensions.
- Unusual items: describe instruments, sports equipment and other bulky or fragile pieces with dimensions where possible.
- Return changes: allow for anyone joining later or bringing home more luggage.
Seats and luggage capacity are different limits. A vehicle that seats the group may not accommodate its entire load. Compare the published fleet allowances and the booking options; contact Customer Care where the dimensions or combination of items are uncertain.
Ask about child seats before relying on one
Tell Customer Care the children’s ages and the seat requirements you want to discuss. Ask what can be provided for your specific journey and whether any charge applies. A request is not confirmation of availability, suitability or inclusion in the fare.
If you plan to bring your own seat, say so and check the arrangements before travel. Include it when describing the load if it will need to be carried as luggage for any part of the journey. Do not assume that choosing a larger vehicle answers the seat question.
An example of a useful booking note
“Two adults and two children; three checked cases, two cabin bags and one folding pushchair. We would like to discuss child seats. The pushchair’s folded dimensions are available. One adult will be the contact after landing.”
This is an information example, not a vehicle recommendation. The actual ages, equipment, dimensions and vehicle suitability need to be checked for your party. Keep sensitive documents and payment-card details out of general enquiry messages.
Keep the airport arrival manageable
Save the confirmation and make sure the lead passenger knows the terminal and collection instructions. Allow time for baggage reclaim and any border formalities. If luggage is delayed or the party cannot reach the agreed location, use the contact details in the confirmation and explain the situation.
Heathrow publishes family travel information for the terminal part of your journey. Our pickup guide explains how to distinguish public meeting points from your booking instructions. Airport facilities and the arrangements for your transfer are separate.
Check the return as a new set of details
Use Return when booking both directions, then review the collection address, entrance, date, time and departure terminal for the second leg. Check whether the passenger count or luggage load changes. Work back from the airline’s airport arrival requirements rather than entering the flight’s take-off time as the pickup time.
Before confirming, review the journey details, chosen vehicle, price, VAT, total and terms. For an existing booking, request changes through booking support and obtain confirmation.
Ready to choose the journey? See group transfers, our Heathrow–Gatwick, Oxford and Cambridge guides, or start online booking.