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Provide a day-by-day outline with collection times, overnight addresses, visits, passenger numbers and luggage. Include any evening movements as well as daytime travel. Explain which arrangements are already booked and which are flexible, so the transport requirements can be assessed across the whole trip.

Separate the places you must visit from optional stops, then allow time for breaks, meals and gathering the group. Include attraction entry slots and hotel arrival plans. A map's driving estimate alone does not account for every stop, vehicle access or the time passengers need between activities.

Share the full address and any instructions for coach or minibus access, including the entrance to use. Ask each property about suitable collection and drop-off points. If the vehicle cannot reach the main entrance, discuss the proposed meeting point and passengers' walking or boarding needs before travel.

Different starting and finishing points can be requested, including an airport, station or hotel. Include the complete route and any onward connection details in the enquiry. Tell us whether all passengers finish together or need separate final drop-offs, along with luggage and required arrival times.

Agree suitcase numbers and mention bulky equipment before the vehicle is selected. Tell us which bags need to travel on daily outings and which may remain at the accommodation by arrangement. Include mobility requirements and requested comfort features so the vehicle specification can be checked against the itinerary.