Create a delegation contact list
Identify the lead organiser, travel coordinator and individual authorised to approve changes. Record functional contacts rather than distributing the entire delegation’s personal details. If different subgroups arrive separately, give each arrival its own flight information and explain which people require individual support. A delegation contact sheet should show roles and languages, making it possible to find the correct coordinator without sharing every visitor’s private mobile number.
Respect official arrangements
Where an embassy, government office or protocol team is involved, ask that organisation to define its own responsibilities. Private personnel do not replace official protection or gain official powers through the booking. Any requested coordination must be reviewed with the responsible parties before a service commitment is made. If an official organisation declines or limits a requested private role, revise the commercial scope accordingly rather than treating the original enquiry as overriding authority.
Match staffing to movements
A delegation may share an airport arrival but divide immediately into hotel, meeting and media programmes. Describe those planned movements during the enquiry. One guard cannot provide simultaneous personal accompaniment to groups in different locations, and vehicle seating capacity does not determine the appropriate protection staffing. Where independent accompaniment is required, request an explicit personnel allocation so each subgroup understands which professional, if any, has been assigned to it.
Confirm communication language
Specify the working language for the organiser and any language preferences for the visitors. If interpretation is needed, arrange it explicitly; a language preference does not guarantee professional interpreting services. Circulate the confirmed schedule in a format the coordinating parties can understand and identify who will translate later changes. The organiser should verify that any translated schedule preserves dates, addresses and appointment times accurately, because those details affect every connected service.