Create a passenger allocation
Identify who travels in each vehicle and which person or group receives the booked protection. Include assistants, interpreters and accompanying professionals in the count. The allocation should be reviewed when the party changes, especially if additional colleagues join after the initial Zurich airport or hotel pickup. When passengers change vehicles during the day, include the agreed transfer point and the coordinator responsible for that decision.
Explain independent schedules
State whether all vehicles follow one programme or serve separate meetings. If the principal’s colleagues leave for another appointment, clarify whether they require their own support. One guard cannot accompany people at different venues simultaneously, and the number of vehicles should not be used as a substitute for a staffing decision. If extra support is needed for a subgroup, request it explicitly before telling those travellers they will be accompanied.
Nominate a coordinating contact
Choose one authorised person to communicate appointment and passenger changes to the relevant providers. Give each chauffeur the details needed for that vehicle without circulating unnecessary personal information about the whole delegation. Material changes should be acknowledged so the group is not operating from several incompatible itinerary versions. Changes to the principal’s schedule should be distinguished from changes affecting only a support vehicle or accompanying colleagues.
Confirm each service line
Record vehicle reservations separately from the number of guards and agreed hours. Two guards for the eight-hour minimum cost CHF1040 in personnel fees; vehicle charges are additional. A revised passenger allocation or split programme may require a new review, so obtain written confirmation instead of assuming the original coordination covers every variation. Keep any revised offer with the master itinerary so the finance team can reconcile approved staffing against vehicle charges.