So your boss has asked you to book a Chauffeured Black Car Service for a major event where everything needs to go prefect. Don’t stress, here is the guide to make sure everything goes smooth.
1. If you have a local limousine company that you use and are happy with their service call them.
Your local limo company will probably have contacts in the event city and they will know which company to use and they will have your clients interests up front. Have an expert on your side.
2. Don’t book with a national booking company
There are many national booking companies that don’t own or operate their own vehicles, this is an important question to ask. Some of these companies are just scams like gettransfer.com others are just outrageously expensive but with no guarantee of high level of service limos.com. These companies will add commission of up to 40% to the price but add little value.
3. Please give the limo company the CELL phone number of the primary or someone that is with them.
You may think that you want to be the point of contact with the driver and limo company, this works if you are on site traveling with the principle but if you are not with them it can cause chaos and wasted time. Never give a landline number its just not helpful.
4. Ask to be emailed pictures of the vehicle that is going to be used.
The picture on the left is what you want, the real vehicle being used not just a marketing picture they have downloaded from the internet.
5. Email the limo company 24-48 hours before the trip and ask for the drivers name and phone number and plate number of the vehicle.
Having a direct contact with the driver can be invaluable if plans change. You don’t want to be communicating with a National booking company who calls local company who calls the driver. Mistakes happen when you play a game of telephone. Also as a bonus by getting the this information you are basically reconfirming your trip with the company. Text the driver about 90 minutes before the trip “Hi I’m (insert name) I am MR/MRS VIPS assistant. If you have any trouble contacting them please don’t hesitate to call me.”
6. Don’t select the company with the lowest price
There is no point is saving the company money if it’s going to cause you boss or VIP to be late or dissatisfied with their transportation. Good transportation in most major cities is usually going to be excess of $100. If a quoted price is wildly lower then the others that’s a red flag.
7. Consider an hourly booking
For critically important VIPS like the keynote speaker or talent that is preforming, I would recommend an “Hourly Booking” and ask the company to “stage” 30 minutes prior to arrival. For an airport transfer most companies will allow you to book the car for a 2 hour minimum, this means no surprises if the plane is late or if your primary wants to stop for a coffee on the way to the hotel. Hourly customers always get the highest level of service.
8. When you call the company if you are sent to voicemail
Getting sent to voicemail when you call the company to make a booking should cause you concern. A reputable company will have someone to answer the phone at all times. If you call and they don’t call you back with in 15 minutes that is a red flag. The last thing you want is not being able to contact them if there is a change or problem with your trip.
9. Ask where the pick up location is
When you boss calls and says he can’t find the driver, you want to be ready to answer the question. Transportation companies will all have a set spot at the airport where they greet clients. Asking them do you have “Authority” to pick up at the airport is important as well.
10. Authorized wait time
If you bosses plan is late or the meeting they are in is running late you don’t want the company to think that you are a “NO SHOW” by authorizing wait time the driver will wait as long as needed till being “released” by you that the trip is rescheduled or canceled.