Separate the people involved in the booking
For an executive assistant, travel coordinator or host, the key task is making sure the reservation still works when you are unavailable. The guest should know whom to contact, where to meet and whether payment is expected from them.
A booking can involve several people whose names and responsibilities differ.
| Role | Information to provide |
|---|---|
| Travelling guest | Name to use for the agreed pickup sign and a reachable contact |
| Organizer | Name, contact details and responsibility for coordinating the request |
| Payer | Who will settle the fare and any receipt or billing requirements |
| Destination contact | Host, reception or event contact who can clarify the final address |
| Backup contact | Someone authorized to help if the organizer cannot be reached |
One person may fill several roles. State that clearly rather than leaving dispatch to infer it from an email signature or the number used to send the inquiry.
Use the guest’s name for the agreed pickup sign
If you submit the request using your own details, make clear which name belongs on the sign. An executive looking for their own name may overlook a sign bearing their assistant’s name.
If you prefer a different identifier, ask dispatch whether it can be accommodated. Do not assume a company logo, discreet greeting or alternative identification procedure is included.
Supply a contact who will actually be travelling
Your office number is useful for planning, but it may not help a guest standing in arrivals while your office is closed.
Provide a passenger’s usable contact number and tell them which dispatch contact to save. If they expect to change SIM cards, update the reservation accordingly. The guide to staying reachable for an LRM pickup explains how to prepare an offline backup.
Confirm the destination beyond its familiar name
Casa de Campo may describe the overall destination without identifying the guest’s actual arrival point. A hotel reception, private villa and meeting venue can require different directions.
For a transfer from LRM to Casa de Campo, provide the exact destination and relevant reservation name. Ask the accommodation or event host to confirm the entrance and any access arrangements.
Apply the same care to Bayahibe and Dominicus. Use the full property name from the accommodation confirmation, rather than a shortened resort brand or a general reference to La Romana.
Decide whether the guest goes to the hotel or meeting first
If a client intends to travel directly to a business appointment, specify that destination before requesting the fare.
A hotel transfer does not automatically include a second drop-off, a meeting stop or a driver waiting while the guest attends an appointment. Each additional movement needs acceptance and a confirmed price.
Allow flexibility after an international arrival. Landing time is not the time the guest will be ready to leave the airport.
Describe the vehicle requirements as a complete load
Send the passenger count together with the luggage list. Include anyone accompanying the executive, such as a colleague, partner or child. Useful details include:
- Number of full-size suitcases and cabin bags.
- Golf cases, presentation materials or other bulky items.
- Child-seat requirements.
- Mobility needs affecting boarding or seating.
- Any requested vehicle category or specific feature.
LRM VIP’s published pricing page describes luxury SUVs and executive Sprinters. The actual assignment should still be confirmed for the party and its luggage. A small passenger group carrying substantial equipment may need a different arrangement from a couple with two suitcases.
Use the group and luggage planning guide to prepare the load list. Avoid promising the guest a particular model, connectivity feature or seating layout unless dispatch has accepted that requirement.
Settle payment responsibilities before sending the guest instructions
The guest should know whether they are expected to pay at the destination or whether the organizer has arranged another accepted method. Ask dispatch to confirm:
- The complete fare and currency.
- Who will pay.
- The accepted payment method and timing.
- Whether any payment remains due from the passenger.
- What receipt or invoice details can be accommodated.
Provide company billing requirements before travel. Do not assume an invoice account, purchase-order arrangement, payment link or credit-card facility is available.
Keep payment instructions with the payer. The guest’s travel brief only needs the information relevant to their journey, including whether anything remains payable. Consult the payment planning guide when preparing the request.
Send one clear confirmation to the guest
A long planning conversation can contain outdated times and provisional arrangements. Once dispatch accepts the booking, send the guest a short summary based on that confirmation.
Guest travel brief
Include:
- Airport code LRM, airline, flight number and local arrival date.
- Confirmed destination and entrance.
- Agreed pickup-sign name.
- Meeting instructions supplied by dispatch.
- Dispatch contact and organizer’s backup contact.
- Whether payment is expected from the guest.
- Instructions for reporting a changed flight or difficulty finding the driver.
Save the brief as text or a screenshot so it remains available without mobile data.
For commercial arrivals, follow the confirmed LRM pickup process after airport formalities and baggage collection. Private-flight arrivals require their own handler and landside meeting coordination.
Agree how changes will be approved
Before travel, establish who may authorize a different destination, extra stop or revised journey.
For example, a client may decide to visit a colleague before reaching the hotel. That request can affect routing, availability and cost. The passenger should contact dispatch, and any required payer approval should be obtained before treating the change as accepted.
If the flight changes, send the revised airline, flight number, arrival date and airport. Tracking the original flight does not communicate a replacement itinerary.
Keep one current version of the road plan. A revised hotel address sent only to the guest may never reach dispatch.
Keep airport VIP services separate from the car booking
VIP ground transportation covers the confirmed road journey. It does not automatically include fast-track processing, immigration assistance, lounge access, private aviation handling or aircraft-side pickup.
If the guest expects airport assistance, arrange and verify that separately with the appropriate provider. Make sure the guest understands where that service ends and the road-transfer meeting begins.
Request the transfer with a complete brief
A useful first message is: I am arranging an LRM arrival transfer for a client and will not be travelling. Please confirm availability and the complete fare.
- Guest and pickup-sign name:
- Airline, flight number and local arrival date:
- Exact destination and entrance:
- Passengers and luggage:
- Vehicle or assistance requirements:
- Travelling contact:
- Organizer and backup contact:
- Payer and receipt requirements:
- Return journey or additional movements:
Send the details through the LRM VIP booking form. Treat the request as pending until the team accepts the arrangement and confirms the price and instructions.
A useful final check is whether the guest can complete the journey using the confirmation you have sent, even if you cannot answer your phone.
Prepare your guest’s arrival
Check the pickup process, then send the flight, destination, travelling contact and payment requirements for written confirmation.
Review pickup instructions