When a senior executive or a visiting delegation lands in Delhi NCR, the car is often the first and last part of the trip they notice. For the executive assistant or PA arranging it, most problems come from small gaps: a missing flight number, an unclear meeting point, or a schedule that changed and never reached the chauffeur.
This checklist draws on our experience managing VIP guests and fleets across Delhi NCR, including movements for large international events.
1. Send the full itinerary, not just the first pickup
Share every leg you already know: airport arrival, hotel, meetings, dinners and the return flight. A coordinator can then plan the car, the chauffeur and the buffers for the whole visit instead of booking each trip in isolation.
2. Include flight numbers and guest contacts
For airport pickups, give the flight number, terminal if known and the guest’s mobile number with country code. That lets the team track the actual arrival rather than a fixed clock time.
3. Choose the car for the guest and the luggage
Tell us how many passengers and how many bags. A single executive with a cabin bag needs a different car from a three-person delegation with checked luggage. For airport transfers we offer sedans and luxury cars such as the Mercedes-Benz Maybach.
4. Allow for Delhi NCR travel times
Cross-city trips between Gurugram, Noida and central Delhi can take far longer at peak hours, and winter fog can slow early-morning roads. Build buffers between back-to-back meetings in different parts of the city.
5. Agree one point of contact on each side
Name one person who can approve changes for the guest, and keep the coordinator’s number handy. When a meeting runs over or a flight is rescheduled, one call should be enough to re-plan.
6. Note any preferences in advance
Language, dietary needs for long drives, preferred music or quiet, child seats or accessibility needs: share them at booking so they are not left to the day.
7. Confirm the billing and paperwork early
Tell us who the invoice goes to and whether you need GST details on it, so accounts does not hold things up after the visit.
Arranging a visit to Delhi NCR?
Luxorides runs chauffeur-driven luxury car rental across India with 24×7 service and coordinator availability. Send us the itinerary and we will plan the cars around it.
