Identify who travels and who coordinates
Provide the passenger's name and a contact number they can use during the journey. Keep your own details as the booking coordinator where appropriate. Explain who should receive operational updates and who handles the offer. An assistant's email alone may not be sufficient when the traveller is already at the airport.
Check the passenger-facing confirmation
Review the route, date, local pickup time and vehicle before forwarding arrangements. Remove internal discussion that is unnecessary for the traveller. If the passenger changes flights, send the replacement flight details as a complete update. Ask the team to acknowledge material changes rather than assuming a forwarded itinerary has been applied.
Confirm the facts the passenger will rely on
Before sending the request, check the traveller's actual flight, Swiss arrival date, accommodation and luggage. A colleague may have changed a flight after the first itinerary was circulated. Ask them to confirm any seating or boarding requirements directly rather than making assumptions from an earlier journey.
Keep commercial questions with the authorised booking contact while giving the travelling guest clear operational instructions. The passenger should know where to meet, which number to call and which reference identifies the request. Avoid forwarding a long internal email chain when a short confirmed travel brief would be easier to use after landing.
Arrange a handover if the coordinator becomes unavailable
If the flight lands outside your working hours, identify who can deal with a meaningful itinerary change. Tell dispatch whether the passenger may approve an additional stop or whether another coordinator must be contacted. Do not leave that responsibility implicit when the traveller and the payer are different people.
Send the final confirmation to the passenger and ask them to flag any mismatch before travel. When a replacement colleague travels instead, update the name, reachable number, flight and full luggage list together. Check the return separately: the original traveller's hotel and departure flight may no longer describe the person who is actually going to Davos.
Questions about this journey
Which details should I include for this journey?
Include traveller contact, coordinator contact, latest flight details. Add your exact travel date, addresses and lead passenger contact so the team can review the request.
Does submitting the request confirm my transfer?
No. The request is reviewed for availability and suitability. Your written offer and confirmation set out the agreed vehicle, itinerary, total price and payment arrangement.