Clarify the purpose and host
State the appointment type, full address and authorised receiving contact. Do not send confidential meeting papers when simple logistical information is sufficient. The provider needs to know what support is requested and which organisation controls access, particularly where the visit includes buildings with their own visitor-registration requirements. Identify whether the host contact is authorised to approve companion access or must refer that decision to another team.
Confirm accompaniment permissions
Ask the receiving organisation whether the protection professional may accompany the executive into the relevant areas or wait in an approved location. A private booking does not grant institutional access or official status. Record the host’s confirmed arrangement so the visitor’s expectations remain consistent with what has actually been accepted. If access is limited, agree the alternative arrangement with the client before issuing the final version of the itinerary.
Keep the programme manageable
List fixed meetings separately from optional discussions or hospitality. Identify the client representative who can approve an additional appointment and communicate its consequences for the day. An informal invitation should not automatically extend the private assignment, especially when the executive also has a planned return commitment in Zurich. The company coordinator should be able to distinguish a proposed schedule change from one the principal has actually accepted.
Reconcile hours and transport
Confirm the Zurich start and final release point in the written service scope. The guard rate is CHF65 per hour per person, with an eight-hour minimum; the limousine is quoted separately. Ask how approved additional time will be recorded so the final service record can be matched to the actual programme. Keep the accepted offer available to the person checking the invoice, without adding unrelated details about the meetings.