1. Give the route a shape.
Write down the pickup address, destination, and any stops. Include the date, desired pickup time, required arrival time, and return plans. For multi-day trips, add each overnight destination and planned travel day.
2. Count people, luggage, and equipment.
Include every traveler, organizer, and chaperone. Estimate suitcases and carry-ons, then add items such as sports gear, instruments, or event materials. A passenger count alone may not describe the space your group needs.
3. Describe access and boarding needs.
Tell the team about mobility devices, boarding assistance, or accessible-vehicle requirements at the beginning. Confirm the exact accommodation for the proposed vehicle and pickup location. Do not assume every vehicle has the same equipment.
4. Explain the timing that matters.
Flights, performances, ceremonies, classes, and shift changes create different scheduling constraints. For an airport arrival, provide the airport, flight information, destination, and luggage expectations. For a shuttle, include operating days, stops, and rider volumes by time period.
5. Compare the full quote.
Ask about the vehicle, itinerary, service duration, and what the price includes. Confirm whether parking, tolls, driver accommodations, overtime, or other trip expenses apply. Get payment, change, cancellation, and substitution terms from City Coachways before booking.
6. Confirm before you travel.
Review the final pickup details, passenger count, stops, schedule, and contact arrangements with the company. An inquiry is the start of a conversation; it is not a confirmed reservation.