How to Arrange Airport Transportation for a Visiting Executive

When you book a car for someone else, you are the only link between the traveler and the driver. Most problems on the day come from one missing detail at booking, not from the drive itself. This checklist covers what to collect before you reserve, and the decisions only you can make for the visitor.

Collect these details before you book

• The flight. Airline and flight number for a commercial arrival. PBI Limos tracks the booked flight, so the number on the reservation needs to be the one the visitor is actually on.
• Private flights. If the visitor flies private, the pickup is at an FBO, not a terminal. Give the FBO name and the tail number; see private aviation transfers.
• The exact drop-off address. "Palm Beach" is not enough. A hotel on Palm Beach Island and an office in downtown West Palm Beach are different trips, so give the full street address.
• Passengers and luggage. Count everyone travelling together and the bags they will check.
• A contact number. The visitor's mobile, and yours, in case plans change while they are in the air.

Choose the vehicle by headcount and luggage

Published capacities on the fleet page: Luxury Sedan 1–3 passengers, Luxury SUV 1–7, Sprinter Van up to 13, Executive Sprinter up to 10. For one executive with checked bags, the sedan usually fits; a small team with luggage moves up to the SUV.

Decide: one transfer, or the car for the day

If the visitor lands, goes to a hotel and is collected later by a host, a point-to-point airport transfer is enough. If the day runs airport, meeting, lunch, second meeting, it is usually simpler to keep the car and chauffeur by the hour; see hourly and as-directed service. Booking the day once also means the visitor does not wait for a new pickup between stops.

What the visitor should expect on arrival

For commercial arrivals at PBI, FLL and MIA, the chauffeur meets the passenger inside the terminal with a name sign. Tell the visitor whose name will be on the sign, especially if you booked under your own name or the company's. Airport arrivals include a 30-minute complimentary grace period after the posted arrival; waiting and parking terms are in the booking FAQ.

Before you confirm

• Check the quote: PBI Limos quotes rates upfront by route, with tolls and tax included and gratuity optional.
• Note the cancellation terms: sedans and SUVs can be cancelled up to 3 hours before pickup at no charge; Sprinter and specialty vehicles need 24 hours.
• Forward the confirmation to the visitor so they have the details too.

For recurring visitors or roadshows, the corporate car service page covers how multi-stop business days are handled.