Count everyone travelling
Include the principal, colleagues, family members and the protection professional in the vehicle passenger count. Confirm whether a host or interpreter joins for part of the journey. A booking that lists only the client can produce an unsuitable vehicle even when the protection staffing itself has been planned correctly. If someone is joining only for one section, tell the provider the exact section so capacity can be checked properly.
Describe luggage accurately
Provide the number and general size of suitcases, equipment cases or other bulky items. Passenger capacity and luggage capacity are separate constraints. The chauffeur provider should confirm the actual vehicle’s suitability; a model photograph or a broad vehicle category is not a promise that every combination of passengers and luggage will fit. If the luggage changes after booking, ask the transport provider to reassess suitability before the vehicle reaches the pickup.
Review changing groups
If people join or leave during the Zurich programme, explain the largest party travelling at any one time. If the group splits between vehicles, specify which vehicle the protection professional is assigned to use. Additional seating does not create additional protection coverage for people travelling separately from that professional. The client should tell colleagues which arrangement has been accepted rather than letting them infer coverage from shared transport.
Keep pricing categories distinct
The guard’s travel does not remove the personnel charge or turn it into a vehicle passenger fee. Protection remains CHF65 per guard per hour with an eight-hour minimum, while the suitable limousine is quoted separately. Confirm any vehicle upgrade and personnel change before treating the revised arrangement as booked. The final confirmation should state the selected vehicle arrangement and the accepted number of personnel as separate booking details.