Have you given the transfer company…
The university logo
Academic or lead traveller name/s and contact phone numbers
Academic or lead traveller contact phone number/s
Exact address of pick-up and drop-off locations
Exact address of drop-off locations
Confirmed number of travellers
Confirm the size of the coach – Make sure it will fit all travellers plus their luggage (account for one piece of carry-on and one large suitcase)
•
Have parking fees been included?
• Have you confirmed the arrival and departure flight information with the transfer company?
• Have you provided the transfer company with addresses for all pick-up and drop-off locations.
• Has an assistant been confirmed to meet the group? If yes, where will they meet the group? Do you have their name and contact phone number? Have you given this information to the tour leader.
• If no assistant has been confirmed, how do the group get to the coach? Will the driver meet them in the Arrivals Hall? If not, are there instructions for where to find the coach.
• If no assistant has been confirmed, do you have the drivers name and contact phone number? Has this information been given to the tour leader?
• Have you advised the tour leader of the coach company name?
• Do you have emergency contact details for the transfer company? Who do we contact if the tour leader can’t find the assistant or the coach?
• What happens if there is a delay or schedule change? Does the transfer company monitor the arrival flight in case of delays or schedule changes? Or do we need to do that?
• Are there additional fees for wait time if the flight is delayed? If yes, what are they?
• How long will the coach wait if the flight is delayed?
• Has a pick-up time been confirmed for the departure transfer?
• Has a pick-up location been confirmed for the departure transfer?
• Are there any other special instructions from the transfer company?
• What is your plan B – Just in case the coach does not show up?
