The short answer: book a private transfer in advance under the guest's name, using their flight number, arrival terminal, a mobile number that works at their destination and a clear drop-off address. Ask for meet and greet in arrivals, confirm the vehicle and the price before you pay, and make sure both you and the guest can reach the chauffeur and a 24/7 support line.
What to gather before you book
- The guest's full name as it should appear on the name sign, and any title they prefer.
- Flight number and date, not just the landing time.
- Arrival terminal, if the airport has more than one.
- A mobile number that will work after landing, plus your own number as a backup contact.
- Drop-off address, including the building entrance if it is an office.
- Passengers and luggage: travelling colleagues, large cases, equipment.
- Preferences: vehicle class, child seats, language, accessibility needs.
- Return details, if known.
What to ask the transportation provider
- Is the chauffeur licensed and insured for commercial passenger transport?
- Is the flight tracked, and what happens if it lands early or late?
- Where exactly will the chauffeur meet the guest?
- Is the price fixed per vehicle, and what does it include?
- What is the cancellation policy?
- When will the chauffeur's name and contact details be shared?
- Who answers the phone at 3 am if something changes?
Extra steps for international guests
- Entry requirements. Remind the guest to check visa or electronic travel authorization requirements on the destination government's official website well before travel. For Canada, our Toronto Pearson arrival guide covers the eTA and what happens after landing.
- Time zones. Put every time in the local time of the airport, and say so in your messages.
- Allow for immigration. Long-haul arrivals can take a while to clear passport control and collect bags. Flight tracking covers the landing; meet and greet covers the wait.
- Local phone access. Not every guest switches on roaming. Give them the provider's WhatsApp number as well as a phone number.
Discretion and confidentiality
Executives often take calls and review documents in the car. Share only what the chauffeur needs, ask for discretion as standard, and avoid putting the company name on the name sign if the visit is confidential. A name sign with the guest's surname alone is common practice.
Billing and approvals
Decide in advance who pays and how: a company card, the guest's own card, or a corporate account billed monthly. If the visit includes several days of travel, one provider and one invoice keeps expense reporting simple.
On the day
- Send the guest the chauffeur's name, contact details and meeting point before they fly.
- Keep your phone on for the landing window.
- Confirm drop-off with the provider or the guest.
Arranging executive travel with Black Drive
Black Drive arranges private transfers at 150+ airports worldwide, subject to local availability, with licensed, insured chauffeurs, flight tracking and meet and greet inside arrivals. Prices are fixed per vehicle in US dollars and confirmed before you book, and cancellation is free up to 24 hours before pickup. Business clients get one point of contact and one invoice, and corporate accounts can be billed monthly. See corporate transportation, or read our Madrid airport guide for an example of planning an arrival abroad.