Build an appointment register
List each host organisation, exact address, meeting time and contact person. A building name alone may not identify the correct entrance or reception desk. Ask the organising bank or investor-relations team to validate the register and mark any meeting that is still awaiting confirmation. Where several meetings are arranged by different advisers, ask one office to reconcile addresses and times before the final working schedule is distributed.
Account for the working party
Specify whether the chief executive travels with finance colleagues, advisers or presentation equipment. Protection staffing and vehicle capacity are separate decisions. A large vehicle does not mean one professional can accompany different subgroups once they split across meetings, so describe any planned separation in the initial scope. Include presentation materials in the luggage brief if they travel with the executive, and ask the chauffeur provider to confirm that the selected vehicle is suitable.
Preserve useful breaks
Leave room for meals, calls and short pauses without publishing sensitive work details in the itinerary. If the executive needs private time, agree the expected availability of the protection professional during that interval. The service can then support a realistic working day rather than a schedule with impossible back-to-back commitments. A lunch break may still be part of the booked availability; describe the expected role rather than assuming that an empty calendar slot releases the professional.
Confirm the final destination
A roadshow may finish at a Zurich hotel, an evening function or Zurich Airport. Confirm which point ends the assignment and which transport is included separately. If the last meeting overruns, use the nominated decision maker to approve a revised finish and communicate the change to the chauffeur. If the last investor meeting is optional, state who will decide whether it proceeds and when that decision must reach the chauffeur and protection coordinator.