From Flight List to Final Drop-off
Booking a group movement takes four steps: you send the plan, we build the runs and match vehicles, a partner quotes, and you confirm. Changes travel the same route in reverse until the job is done.
Step 1: the brief
Start with the headcount and how it splits: who lands when, on which flight or train, and where each person sleeps. Add bags per person, any wheelchair users or other mobility needs, and the fixed times of the programme, such as a Messe opening, a session start or a dinner. If you only know the outline, send that; the gaps become our questions.
Step 2: runs and vehicles
We group passengers into runs by arrival time and destination, then size the vehicles. Eight or fewer fit a car with driver or a van-type car. Nine to 16 means a minibus, a group of around 30 a midi-coach, and 49 to 57 a full-size coach. Luggage can push a group up a size, and the stopping place can push it down: a Munich car park built for vehicles up to 8 m is no use to a full coach.
The plan also checks the day's length. EU rules cap driving at 9 hours a day and require a 45-minute break after 4.5 hours, so a long day may need a second driver or a relief vehicle.
Step 3: the quote
A partner operator quotes against the plan. The quote states the vehicle type and seats, the timings and waiting it assumes, the number of drivers, where the vehicle will stop at each airport or venue, and the cancellation terms. Where an airport needs advance registration, as at Köln/Bonn and Stuttgart, the operator handles it.
Step 4: confirmation and the day
Once you accept, the booking is confirmed in writing with the operator named. Before the day you send the final manifest and any flight changes. At Düsseldorf the coach is called to arrivals by a coordinator who works from the flight number and any known delay, so accurate numbers matter there more than anywhere.
On the day, changes go through the contact on your confirmation, who passes them to the driver.
After the job
Anything added on the day, such as extra waiting, is settled on the terms agreed at the time. A repeat movement, such as a fair your team attends every year, can start from the previous plan.
Planner questions
How far ahead should I book?
As early as the dates are fixed. Messe weeks and big event dates fill vehicles early in the cities concerned.
What if a flight is delayed?
Tell the contact on your confirmation. Waiting beyond what the quote includes is agreed with the operator, and the run is re-timed.
Do I pay before the quote is accepted?
No. Nothing is charged until you accept a quote.
Can the plan mix vehicle sizes?
Yes. A coach for the main arrival wave and cars with driver for VIPs or late arrivals is a common combination.
Start with the flight list
Send what you have now. We build the plan from it and ask for anything missing.
Request a quote or call 35227647770