Set out the Munich programme
Provide exact meeting addresses, host contacts and the activities requiring support. Distinguish time spent travelling from time attending appointments. If the executive visits several organisations, ask each one to confirm the accompanying professional’s proposed access; permission from one host does not extend automatically to the next. If the appointment sequence changes, have the client coordinator distribute one corrected version to the relevant working contacts.
Review international service conditions
The provider should assess the requested work in Germany and confirm the arrangements it can accept. A commercial booking does not create official powers or automatically establish permission for every protection activity. Request clear written confirmation of the actual duties and any local professional coordination before relying on the service. The confirmation should describe the practical accepted role rather than using a broad label that could imply unsupported powers.
Plan staffing for the duration
State whether the visit is a single day or includes accommodation. Define requested working periods and the final handover rather than assuming continuous support until the principal returns. If replacement or additional personnel may be required, include that question during quoting so the accepted programme has realistic staffing arrangements. Where accommodation is needed for personnel, settle who arranges it and how the agreed expense will be recorded.
Coordinate the Zurich return
Confirm the return address in Zurich or the intended Zurich Airport appointment. Personnel fees and vehicle transport should remain separate, with the guard rate and eight-hour minimum shown clearly. Any changed dates, additional German appointments or revised end point need an acknowledged review instead of an informal assumption that the original booking covers them. A changed flight from Zurich should be communicated as a separate confirmed detail, not inferred from a meeting extension.