Use one transportation brief
A corporate airport reservation becomes easier to manage when all operational details are collected in one brief. The executive assistant or travel coordinator should be the source of truth for names, flights, addresses, timing, vehicles, and approved changes.
Executive airport transportation checklist
- Traveler: name, mobile contact, and preferred communication method.
- Flight: airline, flight number, airport, arrival or departure, and scheduled time.
- Route: exact pickup, destination, and every planned stop.
- Party: passenger count, luggage, and any oversized equipment.
- Vehicle: SUV, Executive Limo Van, Sprinter, or another requested option.
- Arrival service: meet-and-greet or the confirmed pickup procedure.
- Coordinator: primary contact and after-hours backup.
- Changes: who may adjust the itinerary and how approval should be documented.
Match the vehicle to the business trip
| Trip type | Vehicle planning |
|---|---|
| Individual executive | Review a luxury SUV or another private vehicle based on traveler and luggage needs |
| Small leadership team | Consider an Executive Limo Van for approximately 7–8 passengers |
| Corporate group | Review Jet Sprinter up to 10, Sprinter Limo up to 12, or Executive Sprinter up to 14 passengers |
| Large coordinated movement | Discuss multiple vehicles or a party-bus option configured for up to 20 passengers |
Coordinate airport arrivals
Identify whether travelers are arriving on the same flight or at different times. For several arrivals, specify whether each traveler needs a separate vehicle, whether passengers will wait for one another, or whether the group should be divided into planned movements.
Connect the airport trip to the business schedule
Include hotel check-in, office meetings, McCormick Place conventions, client dinners, roadshow stops, or return flights. A multi-stop itinerary should state the order of stops and any fixed appointment times.
Prepare for schedule changes
Provide accurate flight information and a reachable coordinator. If the airline changes the flight number, airport, or date, notify the transportation contact instead of assuming the original reservation automatically transfers.
Close the loop with the traveler
Send the traveler the confirmed pickup procedure, vehicle information when available, chauffeur communication process, destination, and coordinator contact. Keep internal billing or approval information separate from the traveler-facing summary when appropriate.