Define whom the service supports
Clarify whether support is for the public figure, accompanying adults or the family moving together. If family members plan separate activities, explain that during the enquiry. One professional cannot provide individual accompaniment in multiple locations, and staffing should be assessed against the actual programme. If relatives join later, update the programme and explain whether they are simply travelling with the group or requesting their own individual accompaniment.
Minimise personal information
Share relevant schedules, contact details and practical needs without sending unrelated family records. Avoid publishing children’s names, room details or private plans in shared itinerary documents. The nominated adult should decide which information the provider needs and how any sensitive discussion will be handled. For documents shared with several providers, use only the personal detail needed for coordination and keep sensitive family information with the authorised adult contact.
Separate care from protection
A bodyguard is not automatically a childcare provider, medical attendant or personal assistant. If the family needs those services, arrange them explicitly with suitable providers. Explain how the accompanying adults and professional will coordinate so responsibility for children and personal care remains clear throughout the visit. A child-seat request belongs in the separate vehicle booking, and the responsible adult should confirm the child’s practical requirements with the transport provider.
Agree changes and working hours
Family activities can change quickly, but the assignment still needs a confirmed scope and service period. Identify the adult who may approve additional hours or a revised destination. Keep limousine capacity, child-seat requirements and transport charges separate from the personnel booking and review them when the party changes. If a parent needs time away from the group, clarify which adult remains responsible for the children and whether the requested professional role changes.