Managing your own travel plans is challenging enough. Between the heavy airport traffic, flight delays, and the task of navigating a new city, there’s a lot of room for error and frustration.
Now, imagine coordinating the travel logistics for a big corporate executive. The responsibility of managing someone else’s schedule—all from a distant location—sounds like you won’t be getting a lot of sleep during the trip.
If you’ve already managed this important task before, then you know it requires constant monitoring and is often paired with a nagging feeling that something—at any movement—could go wrong.
VIP Travel Tips
At Executive Transportation, we’ve helped business professionals and corporate leaders get to their next destination on schedule and with more ease. In addition, we’ve worked with many individuals, responsible for coordinating VIP travel, manage all the intricate details of ground transportation.
Before we tell you how our ground transportation services work, we first wanted to share a few tips on how to coordinate VIP travel to ensure both you, and the executive you’re assisting, enjoy a stress-free experience, from start to finish.
Plan Early
This may sound obvious at first, but the sooner you begin gathering information about your guest and coordinating the various details of the trip, the less obstacles you may encounter later.
For instance, if your guest is visiting your corporate headquarters, or you’re scheduling out-of-state travel for one of your vice presidents, be sure to check the destination for any upcoming events (such as a major sports event, musical festivals, or conferences). These events could make booking a flight or reserving a hotel room in the area more difficult due to limited capacity.
Stay Connected
Make sure you have already selected a preferred channel for you and your guest(s) to communicate. For instance, if you’re sending travel details to your guests via email, phone, AND text, be sure to ask them for their preferred method of correspondence prior to the trip—and use this as the main touch point.
This way, you won’t need to worry about checking multiple platforms to stay connected or to alert your guests of last-minute changes in the schedule.
Have a Contingency Plan
The truth is even planning early won’t guarantee a smooth trip. Flights get delayed or are canceled entirely. Even worse, your guest’s flight gets delayed so long that he or she misses a connecting flight at the next airport and ends up spending the night in a different location.
The good news is this person has you working behind the scenes to ease the burden of travel changes. Therefore, if your guest has a connecting flight, try to familiarize yourself with the airport and its surrounding areas in case you do need to book a new connecting flight, or you need to reserve a hotel room for the night. You can also check additional flights while your guest waits at the airport to find another departure time, or airline, if needed.
Book Executive Transportation
This last piece of advice will help you coordinate the details, stay connected, and ensure that a backup plan is always in place, should travel plans change.
At Executive Transportation, we’ll help you plan and manage the ground travel details for all your VIP guests. From setting your executive up with a luxury vehicle and professional chauffeur to providing safe, reliable travel to and from the airport—and everywhere in between—you can trust us to keep travel on schedule, no matter what.
In addition to providing a first-class experience to your guest(s), we’ll also keep you informed with alerts and updates, so you can relax knowing your guests are on route to their next destination. And if a flight is delayed or gets canceled, we’ll adjust accordingly to ensure your guests have a ride waiting for them the moment they land.
It’s a peace of mind we offer and one you deserve! To get started with planning VIP travel, contact us so we can help you coordinate all the details.
