Separate group travel from protection
A company may move a large group while requesting personal support for only one executive. State that distinction in the enquiry. Coach capacity, luggage handling and personal protection are separate planning questions; a transport booking should not silently expand the responsibility of a single professional to every participant. The retreat organiser should identify any participants who will travel independently, so the transport plan does not imply that everyone remains together throughout the programme.
Review the activity schedule
Share the locations and general nature of organised activities, including any outdoor programme, without assuming every activity can be supported. The provider needs to review the requested duties and conditions. Ask the retreat organiser to identify the person authorised to modify activities or approve an alternative arrangement. Where an activity provider controls participation, confirm its conditions directly and keep that provider responsible for the specialist activity it operates.
Define overnight expectations
If the programme extends beyond one day, request a written staffing and accommodation plan. An eight-hour minimum does not imply continuous twenty-four-hour availability. Rest periods, replacement personnel and additional expenses must be addressed expressly rather than left to an informal expectation that the same person remains available indefinitely. Ask which accommodation or travel expenses are included in the offer and which require approval; the hourly personnel rate alone does not settle those items.
Anchor the journey to Zurich
Confirm the Zurich pickup and the return endpoint, whether a city hotel or Zurich Airport. Add the retreat venue’s exact address and the final departure time. Transport and protection should be quoted as separate components, with any multi-day conditions agreed before the company sends the programme to guests. If the return is split between Zurich city and the airport, describe the separate groups and ask the provider to review the resulting service requirements.