An accurate transfer booking starts with a clear brief, not simply a car category. The more complete the details, the easier it is for Belka Travel Concierge, acting as a coordinator and concierge service, to arrange a suitable option and plan the meeting.
1. Route and pick-up points
Provide the date, preferred pick-up time, full address or terminal, and final destination. For a multi-stop day, list every stop in order and the expected duration. If you need a car with a driver rather than one journey, include working hours, waiting periods and likely route changes.
2. Flight information
For an airport meeting, send the flight number, date, departure and arrival airports, known terminal, and whether it is an arrival or departure. A flight number helps with coordination, but a reachable phone number and a plan for cancellation, delay or terminal changes are still essential. For an airport transfer, clarify the preferred meeting point: arrivals hall, exit, parking area or hotel reception.
3. Passengers and contacts
State the passenger count, lead guest’s name, preferred language and a phone number available on the travel day. Mention children and the required child-seat type, reduced mobility, an elderly traveller, or anyone who may need extra orientation. Share only the personal information genuinely needed for coordination.
4. Luggage and vehicle class
Describe luggage by number and size: cabin bags, regular suitcases, large cases, a stroller, skis or folding equipment. Vehicle capacity may depend on this. Name your preferred class and priority: space, a business-appropriate arrival, the ability to work en route, or budget control. Review the practical differences between transfer classes before relying on category names alone.
5. Meeting requirements
Say whether a name board is needed and what it should show, whether the driver should speak a particular language, whether baggage assistance is requested, or whether accompanying guests need a separate vehicle. If airport facilitation is relevant, discuss airport VIP service separately; what can be coordinated depends on the airport and circumstances. Also note preferred contact channels and who may amend the booking.
6. Changes and contingency planning
Before confirmation, check addresses, local dates and time zones. Where there are multiple flights, identify the primary and backup plan. For executive itineraries, the principles in this guide to roadshow transport management are useful: one accountable contact, one current itinerary and a defined update process.
A send-ready checklist
- Date, time, route and stops;
- Flight number and meeting point;
- Passengers, luggage and child seats;
- Vehicle preference and special requirements;
- Lead guest and organiser contact details.
Put these points into one message and use the Belka Travel Concierge contact page to start the request. A coordinator can then ask focused follow-up questions and help shape a workable journey.