Corporate Airport Transportation: A Guide for Whoever Books It

Why Booking for Others Is a Different Job

When you book for yourself, you know your flight, your address, and your preferences. When you book for someone else, every one of those is information you have to collect — and if you get it wrong, the person affected isn't you, it's a colleague standing at a curb or a candidate forming a first impression of your company.

• You need the traveler's details, not yours — their flight, their phone, their destination.
• You're often not reachable at the moment of the trip. A ride happening at 5 a.m. shouldn't require you to be awake for it.
• You may be booking multiple trips at once, for different people arriving at different times.
• Someone other than you may need to approve or account for the cost.

What to Set Up Once

• Your company as the booking party, with you (or your team) as the point of contact for arrangements.
• Your standard destinations — your office address, the hotels you typically put visitors in, any recurring locations. Once dispatch knows "the usual office address," you're not retyping it.
• Preferred vehicle defaults — if your executives always want a sedan and your candidate pickups always need room for luggage, say so once.
• Billing preferences and any documentation you need, including how receipts should be issued and to whom.
• Who else at your company is authorized to book under the same arrangement.

Call dispatch directly to set this up rather than working through the standard booking form — the form is built for individual trips, not standing arrangements.

Booking for Someone Who Isn't You

• The traveler's own phone number, not just yours. The driver needs to reach the person being picked up.
• Your number as a secondary contact, especially useful for candidates or visitors unfamiliar with the area.
• Flight number, not just arrival time — this enables flight tracking, so a delay doesn't strand your visitor or waste a driver's time.
• Exact destination including suite or building, particularly in a business park or multi-tenant office where "our office" isn't findable from the street.
• Whether the traveler knows a ride is arranged. Sounds obvious, but a visitor who doesn't know to expect a driver may head for a rideshare app instead.

Recurring and Repeat Travel

• Repeat trips can be arranged without re-explaining logistics each time. Same pickup point, same preferences, different date.
• Predictable schedules help availability. Knowing in advance that you'll need a 5 a.m. pickup every Tuesday is easier to accommodate than a series of last-minute requests.
• Consistency matters for the traveler experience — a colleague who takes the same trip monthly benefits from a process that works the same way every time.

Budgeting and Expense Predictability

• Published rates by route mean you can budget travel costs in advance, rather than reconciling variable rideshare charges after the fact.
• No surge pricing means a 6 a.m. holiday-week pickup costs the same as a Tuesday afternoon one — useful when you're forecasting travel spend rather than reacting to it.
• One consistent rate per route simplifies expense policy. Rather than asking employees to justify a variable fare, the cost for a given route is known.
• Receipts and documentation can be arranged to match whatever your accounting process requires — confirm the format you need when setting up.

Common Scenarios

Candidate travel. A job candidate flying in for interviews is forming an impression of your company from the moment they land. A pre-arranged, flight-tracked pickup is a small thing that lands well — and it removes a variable from their day that they shouldn't have to manage.

Visiting clients or partners. Same logic, higher stakes. Include your contact number as a backup and confirm the visitor knows the arrangement exists.

Team travel to the same event. Conferences and trade shows often mean several people arriving in the same window. Share everyone's flight details together so pickups can be planned around the actual spread rather than booked in isolation.

Executive travel. Often early, often tight, often not flexible. Book the night before at minimum, and let dispatch know if timing has no room to slip.