Begin or finish in Zurich
This guide is for a private limousine itinerary with Zurich as its starting point or final destination. Choose a Zurich city address or Zurich Airport and describe the destination, any stops and the return arrangement. Share your actual schedule so the team can review the full journey and offer the right chauffeur service.
Name one coordinator
Choose a contact who can confirm arrangements and communicate changes. Include a reachable number for that person and for the travellers where appropriate. If a travel agency, assistant and event organiser are all involved, make clear who can approve a revised collection or an additional journey.
Use an arrival list
For several delegates, record each flight, date, passenger name and luggage needs. Do not combine travellers into one pickup until the timing and vehicle capacity have been assessed. When a flight changes, update the relevant line and tell the dispatcher explicitly rather than circulating a replacement document without highlighting the change.
Use the correct venue entrance
Large venues and hotels can have several entrances. Request current access instructions from the organiser and share them with the chauffeur team. A transport booking does not grant accreditation or the right to enter a restricted area. Any permissions must be arranged through the event’s own process.
Distinguish transfers from waiting
A one-way journey, a timed return and a chauffeur retained for several hours are different services. State which arrangement you want for each part of the programme. Include the likely finish time and the final destination. Additional hours, parking and other relevant charges should be clarified in the written quote.
Plan the end before the start
After a concert, reception or conference, guests may leave through a different exit or encounter restrictions near the entrance. Agree a collection point in advance and share it with the party. Keep a contact available when the event ends. If the programme changes, ask the dispatcher to confirm the revised pickup.
Build a running order with decisions, not just times
For each movement, write the passenger group, meeting location, departure target, destination entrance and person responsible. Add a version number or revision time to the document. When a session runs late, the organiser should know who may approve extra waiting and how the change reaches the driver. A shared schedule is useful only if everyone knows which version is current. Keep sensitive delegate details out of broadly shared public documents.
Plan a collection zone after the crowd leaves
An event exit can become difficult to identify when many guests leave together. Ask the venue for the current authorised collection area and describe it in words guests can recognise. Share a map pin as a supplement, not the only instruction. If several vehicles are involved, assign guests to a vehicle or group before the event ends. The coordinator should count the group at the agreed meeting point and report any missing passenger before departure rather than assuming they entered another car.
Separate guest-facing instructions from the organiser’s schedule
Guests need a concise instruction: when to be ready, where to meet and whom to contact. The organiser needs the fuller plan, including vehicle groups, approval contacts, fallback points and relevant venue restrictions. Keep both versions consistent, but avoid overwhelming guests with dispatch details that do not help them find their pickup. If a time changes, update the guest instruction as well as the internal running order. A programme circulated before the event can become stale; mark the latest version clearly and assign one person to communicate the final arrangement.
Build airport arrivals around actual flights
For a conference or wedding, guests often arrive over several hours. Group them by flight and travel date first, then ask the chauffeur team which movements can be combined. Include luggage and the destination hotel for each subgroup. A short gap between scheduled landings does not guarantee that travellers will leave the arrival process together. If a shared vehicle requires waiting, agree how that is handled. Where an organiser wants separate VIP and delegate movements, identify those as distinct service requirements without assuming that a vehicle category alone sets the pickup priority.
Confirm vehicle access with the venue
Ask the organiser or venue contact for the current entrance and collection instructions. A pedestrian entrance, staff gate and vehicle loading area may be different places. If access requires a permit or accreditation, establish who applies and how approved instructions reach the chauffeur team. Do not treat the transport booking as evidence of event access. For a large congress, keep the venue’s current guidance available on the day and expect that approved collection points can change. The agreed route should describe what happens if the preferred entrance becomes unavailable.
Give a festival or concert return a separate plan
A performance end time is not necessarily the moment every guest reaches the car. Allow the organiser and team to review walking distances, crowd movement and the authorised pickup area. Ask guests to stay with their assigned subgroup and use one contact if someone is delayed. If the party may leave at different times, discuss separate vehicles or a different service arrangement before the event. A single return transfer does not automatically provide repeated shuttles. Describe the number of movements you expect and request confirmation of the final schedule.
Coordinate luggage, presentation materials and guest changes
Event transport can involve more than personal bags. Display stands, sample cases, gifts and technical equipment should be identified separately because they can change the vehicle recommendation. If materials travel without a passenger, ask the team whether that service can be arranged rather than treating it as an ordinary guest transfer. Keep the passenger list current when an attendee cancels or brings an additional guest. An updated count matters both for seats and for identifying who should be at the meeting point. Send a concise change summary instead of another full document with no explanation.
Review the completed transport brief
Before confirming, check every journey against the event programme: origin, destination entrance, local date, requested time, passenger group, luggage and coordinator. Then check the gaps between journeys and decide whether the chauffeur is retained or released during them. Ask for payment, waiting and cancellation conditions in the offer. Give the travelling contact the details they need on the day. For an important arrival, the most valuable preparation is an itinerary that survives a change: the responsible person, the communication method and the available alternatives should all be clear. After the event, ask the coordinator to record any remaining return movements and confirm which guests still need transport. This prevents an early departure or a changed guest list from leaving the final transfer unclear.
Create a closing-time decision
Events rarely finish with every guest leaving at once. Decide who can approve an earlier departure, who stays with remaining guests and when an additional journey requires a revised offer. Share one final collection address with attendees rather than circulating several possible exits. If the venue changes the exit in use, the organiser should update both guests and chauffeur together. A named decision-maker prevents the vehicle from receiving conflicting instructions during a busy departure.
Your travel checklist
- One itinerary owner with authority to approve changes
- A dated arrival list grouped by flight
- The organiser’s current vehicle entrance instructions
- A distinction between transfers and retained waiting time
- A backup pickup point agreed with the transport team
Questions about this journey
Can a chauffeur booking provide WEF accreditation?+
No. Event credentials and restricted-area permissions are controlled by the organiser. The chauffeur team needs your approved access instructions.
Is an evening return included in an outward transfer?+
Only if the return leg is listed in your accepted itinerary. Specify its date, time and pickup point separately.
Who should communicate programme changes?+
Nominate one coordinator who can approve changes, contact the transport team and update the passengers.