Corporate Airport Pickup Protocol: How to Arrange Executive Transfers
How do executive assistants arrange corporate airport pickups?
Book with a professional car service at least 24 hours ahead. Provide the traveler's name, flight number, mobile number, and drop-off address. Select sedan for solo travelers or SUV for groups. Request meet-and-greet at baggage claim. Set up a corporate account for consolidated monthly invoicing and streamlined expense reporting.
Executive assistants, office managers, and travel coordinators arrange thousands of airport transfers each year. Having a standardized protocol eliminates errors, ensures consistent quality, and simplifies expense tracking. This guide provides the exact framework used by Fortune 500 companies for their Chicago airport transportation.
The Corporate Booking Checklist
Before contacting the car service, gather this information. Having everything ready speeds up the booking process and prevents follow-up calls:
Required Information
- Traveler's full name (as it appears on their ID for airport verification)
- Mobile phone number (the number the driver will text for coordination)
- Airline and flight number (for real-time flight tracking)
- Arrival date and scheduled landing time
- Airport and terminal (O'Hare Terminal 1, 2, 3, or 5; or Midway)
- Drop-off address with building name and entrance preference
- Number of passengers
- Luggage count (number and size of bags)
- Vehicle preference (executive sedan, SUV, or Sprinter van)
- Billing reference (cost center, project code, or client matter number)
Optional but Recommended
- Traveler preferences (temperature, privacy partition, reading materials)
- Return trip details (book round-trip for better rates)
- Special instructions (traveler is on a call, prefers no conversation, needs child seat)
- Backup contact number (your own number in case the traveler's phone is off)
Vehicle Selection Guide for Corporate Travel
Choosing the right vehicle depends on the traveler's role, the number of passengers, and the impression you want to make:
| Scenario | Vehicle | Capacity |
|---|---|---|
| Solo executive, light luggage | Executive Sedan (Lincoln, Mercedes) | 1-2 pax, 2 bags |
| Executive with heavy luggage or equipment | Executive SUV (Escalade, Suburban) | 1-4 pax, 4-6 bags |
| Client pickup (high-impression) | Mercedes S-Class or BMW 7 Series | 1-2 pax, 2 bags |
| Small team (3-5 people) | Executive SUV or Navigator | 3-5 pax, 5 bags |
| Large group or board members | Mercedes Sprinter Van | 6-14 pax, 14 bags |
Setting Up a Corporate Account
If your company arranges more than 5 airport transfers per month, a corporate account saves significant time and money:
- Consolidated billing: One monthly invoice replaces individual transaction receipts. Invoices are itemized by date, traveler, route, and cost center.
- Multiple authorized bookers: Add assistants across departments who can all book under the same account.
- Negotiated rates: Volume discounts typically start at 10-15% off standard pricing for companies booking 20+ rides per month.
- Expense integration: Most professional services export to Concur, SAP, Expensify, and other enterprise platforms.
- Priority dispatch: Corporate accounts receive priority vehicle assignment during peak demand periods.
Day-of Communication Protocol
Clear communication between the assistant, traveler, and car service prevents confusion on travel day:
Communication Timeline
- 24 hours before: Car service sends booking confirmation with driver name and vehicle details to the assistant's email.
- 2 hours before landing: Driver confirms they are monitoring the flight.
- At landing: Driver texts the traveler's mobile directly with their name, vehicle description, and exact meeting location.
- After pickup: Optional notification to assistant confirming the traveler has been collected.
- After drop-off: Receipt emailed to assistant or corporate billing contact.
Handling Changes and Cancellations
Business travel is unpredictable. Here is how professional car services handle common last-minute changes:
- Flight changes: If the traveler switches to a different flight, notify the car service with the new flight number. Most services adjust at no charge with 2+ hours notice.
- Cancellations: Free cancellation is typically available up to 2-4 hours before the scheduled pickup. Check your provider's specific policy.
- Address changes: New drop-off locations can usually be communicated to the driver directly on the day of travel. Fare adjustments apply if the distance changes significantly.
- Vehicle upgrades: Same-day upgrades from sedan to SUV are possible if available. Contact dispatch as early as possible.
For more on managing corporate travel logistics, see our guides on Corporate Travel Tips and Handling Flight Delays.
Frequently Asked Questions
Can an executive assistant book airport car service on behalf of someone else?
Yes. Professional car services are designed for third-party booking. Provide the traveler's name, mobile number, flight details, and drop-off address. The booking confirmation and receipt can be sent to the assistant's email for expense tracking. The driver communicates directly with the traveler on the day of pickup.
What information do I need to book a corporate airport pickup?
You need the traveler's full name, mobile phone number, airline and flight number, arrival date and time, drop-off address, vehicle preference (sedan or SUV), number of passengers, luggage count, and billing instructions such as cost center or corporate account number.
How do corporate accounts work for airport car service?
Corporate accounts allow companies to consolidate all car service charges into a single monthly invoice. Multiple authorized bookers can schedule rides under one account. Receipts are itemized with date, route, and fare. Most providers integrate with expense platforms like Concur and Expensify for streamlined reporting.
How far in advance should I book executive airport transfers?
For standard executive sedans, 24-48 hours is sufficient. During major Chicago conventions or holidays, book 1-2 weeks ahead to guarantee premium vehicle availability. For multi-vehicle bookings or Sprinter vans, 1 week minimum notice is recommended.
Set Up Your Corporate Account
Streamline executive airport transfers with consolidated billing and priority dispatch. Call (224) 801-3090 or request a corporate quote.