Ask about functional requirements
Describe the assistance the visitor requests for the programme, such as step-free access or extra time between appointments, without assuming a diagnosis is needed. Ask the client what information they want shared. The purpose of the brief is to arrange a workable visit, not to collect unnecessary medical history. Where the visitor uses an assistant to coordinate arrangements, confirm that the stated requirements accurately reflect the visitor’s own wishes.
Confirm venues directly
Ask each host to confirm the facilities relevant to the visitor’s stated requirements. A general description of a building may not answer a specific access question. Record the confirmed arrangement and responsible contact so the guest, assistant and provider work from the same information rather than an unverified expectation. If the venue changes a room or entrance arrangement, ask it to confirm that the relevant requirement is still met.
Review transport separately
Discuss vehicle suitability and any equipment space with the limousine provider before selecting a vehicle. Do not assume every model meets every accessibility requirement. The guard’s hourly rate does not include a specialist vehicle or personal-care service; each requested component should be reviewed and confirmed by the appropriate provider. Provide the dimensions or other practical equipment information requested by the transport provider through the appropriate booking discussion where necessary.
Define assistance boundaries
Clarify which tasks the accompanying professional has accepted and which belong to a separate assistance provider or travelling companion. If specialist support is needed, arrange it explicitly. Keep the schedule realistic and identify an authorised contact for changes, while avoiding promises about capabilities that have not been confirmed. The client should not discover at arrival that a requested task was understood as belonging to a different service provider.