The five most common mistakes in organising transfers and how to avoid them

A business guest starts forming an impression of the host before the first meeting, the moment they walk out of the airport and look for whoever is there to meet them. If something goes wrong at that point, even the best-prepared programme cannot fully make up for it.

Problems with transfers usually have the same causes. These are the mistakes that come up most often, and the ways to avoid them.

An unprofessional chauffeur

A chauffeur who is late, looks untidy or comments on what was said in the car may seem like a small thing, but the guest puts it down to your company. The chauffeur is the first person the guest sees on arrival and the last one they say goodbye to.

Choose a partner whose chauffeurs are punctual, well presented and discreet on every ride. The chauffeur should know the guest’s name, the schedule and the route before they ever meet.

Insufficient preparation and a lack of information

A wrong name on the sign, an unknown flight number or an unclear address is enough to get a transfer off to a bad start. It is even worse when nobody has thought about what happens if the flight is late or the programme changes.

That is why every transfer should be planned in advance: the guest’s name, the flight, the address and the time. With us, the flight is tracked, and the chauffeur waits at no extra charge even when the plane is late. With “Tailored arrival”, the name for the sign and the luggage are entered in advance, and the website suggests a vehicle that fits everything.

Poor or unsuitable vehicles

A dirty, uncomfortable or cramped car spoils the impression even when the ride is on time. It is noticed at once when a guest with two large suitcases gets into a small car, or when a board member is given a vehicle that does not suit the occasion.

Choose the vehicle to suit the guest, the occasion and the luggage. The Wayport Limo fleet is exclusively Mercedes-Benz: the E-Class, EQS, S-Class and G-Class for up to three passengers, the V-Class for up to six and the Sprinter Maybach for up to eight.

Distrust and constant checking

If the organiser has to call the chauffeur to check whether the car has left, whether it has arrived and where the guest is, the organiser has in fact become the dispatcher. Time that should have gone to the guests goes into following the ride.

A good partner takes over the coordination as soon as it has the details. Our dispatcher is available 24/7, tracks flights and coordinates the rides, so you do not have to.

A lack of flexibility

Plans change: a flight is late, a meeting runs over, another ride is needed. A service that cannot adapt turns every change into a problem.

With hourly or full-day hire, the chauffeur waits between stops, and changes are agreed with the dispatcher as they come up. If a flight is cancelled or moved, we reschedule or cancel the ride free of charge up to four hours before pickup.

In short

Guests rarely notice a transfer that went as it should, but they remember a bad one. When the ride is on time and without surprises, the guest sees it as part of the attention you pay them.

Most of these mistakes are avoided by agreeing the guest’s details, the flight and the vehicle before arrival.

If you would like to hand your guests’ transfers to someone who keeps track of flights, cars and the schedule, book a ride online or call the dispatcher on +381 66 635 00 00. We are available 24/7, every day of the year.