An effective airport VIP-service brief is a precise operational summary, not simply a request for “VIP.” It helps Belka Travel Concierge, acting as a coordinator and concierge service, assess the appropriate meet-and-assist format, ground arrangements and fallback steps. State what is essential, what is preferred and what may change.
1. Define the journey stage and outcome
Specify whether assistance is needed for arrival, departure, transit or more than one flight segment. These are different processes, with different meeting points and timing. This overview of arrival, departure and transit service differences can help you describe the request accurately.
- State the purpose: smoother formalities, family support, language assistance, group coordination or a connection to ground transport.
- List priorities such as privacy, reduced walking, baggage help or a driver handover.
- Separate non-negotiable needs from preferences.
- Say whether all travellers should be handled together or separately.
2. Provide flight details exactly as ticketed
For every relevant segment, include airport, date, flight number, route, scheduled time and whether it is an arrival, departure or connection. A booking confirmation is helpful, but add a short written summary identifying the segment to be served. Flag codeshares, separate tickets, terminal changes and tight connections. Send any flight update promptly; this arrival-service plan for a delayed flight explains why early communication matters.
3. Identify travellers and practical needs
List full names in Latin characters exactly as shown on travel documents, the number of adults and children, children’s ages and preferred communication language. Identify the on-site decision-maker. Describe practical requirements for reduced mobility, a wheelchair, an infant stroller, an animal, oversized items or specialist baggage. Share health and document information only when it is genuinely necessary for coordination and through an agreed secure channel.
Airport assistance does not replace airline, border, customs or security requirements. Flag sensitive circumstances openly so the service can be planned correctly, rather than assuming any procedure can be bypassed.
4. Make baggage and onward transport unambiguous
Give the number of bags, unusual items, need for a trolley and who will take possession of luggage after arrival. For a car, include destination, passenger count, real luggage volume, child-seat needs, preferred vehicle type and driver or greeter contact. The information expected for transfer coordination is a useful guide. Review the typical inputs for airport VIP coordination as well.
5. Set contacts and disruption instructions
Provide the traveller’s reachable day-of-travel phone number, one backup contact, messaging app and language. State whether the coordinator may contact the driver, assistant, relative or travel office. Add a concise instruction for delay, missed connection, cancellation, terminal change, absent greeter or loss of phone signal: who should be called first, whether to wait and when to activate an alternative plan.
6. Send one clean final version
Before sending, check that one message contains flight and date, travellers, requested outcome, baggage, transport, contacts, special circumstances and the latest changes. Avoid sending unnecessary personal data. For multi-stop itineraries, the Europe destinations page may help you separate requirements by airport.
Send the brief early, then keep updates in the same thread. To discuss a specific itinerary and the information needed, contact Belka Travel Concierge.