Organise arrivals by flight
List each arriving flight with its local date, passengers, hotel and subgroup contact. Different flights should not become one pickup simply because the passengers attend the same wedding or event.
Ask whether separate pickups or a coordinated wait better suits the actual arrival pattern. Confirm the agreed arrangement rather than assuming early arrivals must wait for the last flight. Communicate changes to the affected pickup and the group organiser.
Allocate vehicles for the complete load
Provide suitcase counts, cabin bags, golf bags, pushchairs and other large items for each subgroup. A total passenger count does not establish how equipment and people can be distributed safely across the proposed vehicles.
Request an allocation showing the passengers, luggage and destination stops for each vehicle. If a child seat or specific accessibility arrangement is needed, attach that requirement to the correct passengers. Confirm availability before presenting a vehicle plan to your guests as settled.
Give the return its own manifest
Build the departure list around outgoing flights and actual hotels, which may differ from the arrival list. Record who needs each journey, the agreed collection point and pickup time, and a contact who can account for that subgroup.
Request the total quote and how changes affect it. Additional hotels, revised flights or larger equipment may require a new arrangement. Share the final written plan with the organiser and travellers.
Vehicles and capacity
| Tier | Passengers | Vehicle | Surcharge |
|---|---|---|---|
| Standard | 1–6 pax | SUV or minivan | — |
| Standard | 7–14 pax | Passenger van | +$20 |
| VIP | 1–6 pax | Luxury SUV | — |
| VIP | 7–14 pax | Executive Sprinter | +$40 |
Price is per vehicle, one-way, taxes included. 7–14 pax uses a van: Standard +$20 / VIP +$40 on local zones; quoted in the form.
Send the group travel plan
Share the flight list, hotel names, subgroup contacts and complete passenger-and-luggage details. Ask for written vehicle allocation, pickup arrangements and the total quote.
Book on WhatsAppFrequently asked
- Should guests on different flights share one airport pickup?
- That requires an explicit plan. Send the flight list and ask for suitable subgroup pickups or an agreed wait. Belonging to one group does not automatically make one collection time practical.
- Can a passenger count alone determine the group vehicles?
- No. Send the luggage and equipment for each subgroup, along with child seats and access requirements. Ask the provider to confirm vehicle allocation for the complete load.