Describe the group structure
List the number of delegates and identify who needs personal support. A delegation may travel together but divide into separate meetings during the day. Explain those movements early so staffing is assessed realistically rather than based on the total number of seats booked in a limousine or minibus. If delegates attend parallel meetings, create separate schedules for the groups requiring support rather than compressing independent movements into one misleading group itinerary.
Assign one coordinating office
Choose a lead organiser responsible for the master itinerary and authorised changes. Local hosts can provide venue details, but conflicting instructions should return to that coordinator. Give the provider a concise contact list with roles and working languages instead of a large unstructured distribution of delegate details. The coordinating office should tell local hosts where to send proposed changes, preventing an invitation amendment from bypassing the person responsible for the master programme.
Confirm host registration
Ask each host organisation to approve any accompanying professional and provide its visitor requirements. One invitation does not cover every delegate or supporting person automatically. Keep official documentation, travel eligibility and meeting permissions with the appropriate organisers rather than treating personal protection as a substitute for those arrangements. If a host declines companion access, flag that limitation to the client before the visit so an appropriate accepted arrangement can be discussed.
Quote the services separately
Record personnel hours at CHF65 per guard per hour, subject to the eight-hour minimum, and list limousine transport separately. If the group needs interpreters, event staff or additional administration, request those as distinct services. Confirm the final scope in writing before the organiser circulates a complete programme. When several companies share the costs, agree the billing structure in advance while keeping the operational point of contact clear for the assignment itself.