Separate the firm programme
List the appointments that are confirmed and the activities that remain optional. Give the expected end of the firm programme, then describe the possible extension separately. This allows the provider to assess the request without treating every speculative dinner, meeting or invitation as part of an accepted assignment. Use clear labels such as confirmed and provisional in the schedule rather than relying on colour alone to communicate status.
Choose a decision deadline
Agree when the client will decide whether optional support is needed and who will communicate that decision. The provider can explain what availability can be held or confirmed. Do not assume an unconfirmed evening remains reserved simply because it was mentioned in an enquiry or included as a provisional calendar item. If the decision is delayed, ask again about availability instead of assuming the original provisional discussion still reserves the time.
State the budget boundaries
The personnel rate is CHF65 per guard per hour with an eight-hour minimum. Ask the authorised approver to specify what additional expenditure they may accept. A clear internal limit helps the coordinator make a timely decision, but any extension still requires confirmation from the provider rather than unilateral approval by the client. Where several departments share the cost, identify which department can approve the optional part before the visitor arrives in Zurich.
Keep release instructions explicit
At the agreed endpoint, confirm whether the guard has been released or an extension accepted. Silence should not leave the working team uncertain about its status. Update the separate limousine arrangement at the same time so a revised programme does not create conflicting instructions between personnel and vehicle providers. The guest should receive the accepted outcome in plain language, including the revised endpoint if the evening programme proceeds.