Build the stop sequence
List the exact building and entrance for every meeting, in order. Add start and estimated finish times. A transfer between the City and Canary Wharf still requires time for building security and traffic.
Keep contacts separate
The person who books may not be in the car. Give a passenger mobile, assistant contact and one person authorised to approve route changes. State if account billing details should stay with the booker.
Allow a realistic buffer
Leave room for guests to leave a meeting, reach a legal pickup area and travel to the next entrance. If a venue has a dedicated car entrance, include it in the notes.
Choose one car or several
A small team may share a V-Class if luggage fits. Separate flights, different meeting tracks or overlapping departures may require more than one vehicle. Share a manifest by car.
Confirm the terms
Hourly hire is common for a multi-stop schedule. Ask how extra time, distance, waiting and parking will be handled before your organisation approves the plan.
