Booking Ground Transport for Executives: A Guide for EAs and Travel Arrangers

If you arrange travel for executives, clients or visiting delegates, ground transport is often the most fiddly part of the itinerary — and the part travellers notice most when it goes wrong. This guide covers how to book chauffeured transfers on someone else's behalf and what to look for in a corporate transport provider.

Booking on behalf of someone else

With CrownCharter you can book a transfer for any passenger: enter their name and mobile number as the passenger details and your own email for the confirmation. The chauffeur greets the passenger by name at the terminal or pickup address, while you keep the booking reference and can check its status online at any time.

What matters for executive travel

• Flight tracking — pickups adjust automatically to early arrivals and delays, so a changed flight does not become your problem at 6am.
• Meet and greet — the chauffeur waits inside the terminal with a name board; visiting clients are never left searching for a driver.
• Fixed fares — the price is locked at booking, which makes expense reporting and client billing clean and predictable.
• Instant confirmations — a reference number and full journey details land in your inbox the moment you pay.
• Consistent vehicles — you choose the vehicle class, so a managing director is never collected in a random hatchback.

Coordinating multiple passengers and roadshows

For delegations and roadshow days, hourly hire is usually simpler than chaining point-to-point bookings: a dedicated chauffeur and vehicle stay with your group all day, moving between meetings on your schedule. The Mercedes-Benz V-Class seats seven and the Sprinter seats thirteen — enough for most delegations in a single vehicle.

Tips for smoother bookings

• Always add the flight number for airport pickups — it activates flight tracking.
• Put the traveller's mobile (not yours) in the passenger contact field so the chauffeur can reach them at the terminal.
• Book return journeys at the same time as arrivals; both confirmations arrive together for the itinerary.
• For early morning pickups, book the night before at the latest — although we accept short-notice bookings whenever fleet is available.