Build a passenger manifest for coordination
Choose one organiser to collect the passenger count, large luggage totals and sports-equipment details. A minibus request should still specify the load rather than treating a larger vehicle as unlimited capacity. The team confirms the suitable configuration and the available vehicle before accepting the journey. Use a reachable lead contact for the whole group.
Agree the loading sequence
For several hotel pickups, list the addresses in the desired order and include a headcount at each. Let passengers know the agreed meeting time and entrance. For an airport arrival on multiple flights, decide whether one combined departure is realistic. Separate journeys may be easier when arrivals are widely spaced.
Build a manifest that remains useful after a change
Record each traveller's arrival flight, destination and luggage allocation in the organiser's working list. Keep children and any seating requirements visible alongside adults. Ask the group to report changes through one person so dispatch receives a complete revised total rather than contradictory fragments from several passengers.
If a delegate arrives later or stays at another hotel, decide whether that person still belongs to the same vehicle assignment. A shared conference or holiday does not necessarily create one shared journey. Give the lead traveller enough information to count the people actually boarding without circulating private itinerary details to the entire group.
Confirm the practical limits of the larger vehicle request
Describe oversized equipment and ask the team to confirm the proposed passenger-and-luggage combination. Avoid assuming that a generic Sprinter seat count describes every available configuration. The published transfer price for this category is on request; ask for the exact itinerary and any agreed additions in the written quotation.
Check the proposed loading and unloading arrangements with the accommodation or venue, particularly when several properties are involved. Name a contact at the final stop and make sure someone remains responsible for the bags until all are collected. For a split return, send new passenger groups and flight details rather than simply repeating the arrival manifest.
Questions about this journey
Which details should I include for this journey?
Include total passengers, load by pickup, group contact number. 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.