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List each flight or train, terminal or station, arrival date and passenger count. Give a lead contact for each arriving group and distinguish the scheduled arrival from when passengers expect to be ready. Shared collections or separate transfers can then be considered against the business programme.

Start with everyone travelling, their luggage and any presentation materials or equipment. Include boarding requirements and preferences for the journey. VoyaHire can consider seating, storage and the itinerary together; a preferred vehicle category or feature should be confirmed for the proposed booking.

Repeated transfers can be requested. Set out the operating dates, first and last movements, departure intervals and expected passengers in each direction. Include the agreed entrances and whether everyone travels together or joins different departures, so the complete shuttle requirement can be assessed.

Share any uncertain timings when enquiring and nominate someone who can confirm the day's arrangements. If a meeting overruns or a destination changes, contact your transport organiser. Revised waiting, collection times or extra movements need confirmation before the updated plan is circulated to delegates.

Send the daily programme, hotel addresses, meeting venues and required arrival times, including any hospitality or separate executive movements. Explain where luggage will be after checkout and whether passenger numbers change between days. Keeping these details together helps plan the whole trip as a connected itinerary.