1. Identify the airport and each flight.
Use the airport name and code together: Reagan National (DCA), Washington Dulles (IAD) or Baltimore/Washington International (BWI). Add the airline, flight number and travel date for each arriving or departing group. If travelers use several flights, list them separately rather than combining them into one arrival time. Confirm which details are current when you send the request and name the coordinator responsible for communicating later changes.
2. Count travelers, luggage and equipment.
The right vehicle request considers both people and the belongings traveling with them. Record the passenger total, approximate checked bags, carry-ons and equipment that may need additional storage. Tell the transportation contact about accessibility requests at the start of planning. Ask for the proposed vehicle’s confirmed seating and storage details before selecting an option, particularly when you are comparing a minibus with a larger coach.
- Passenger count, including organizers and accompanying staff.
- Bag quantities and any unusual equipment.
- Accessibility requests and essential vehicle requirements.
3. Define the destination beyond the terminal.
Provide the exact hotel, venue or other destination address after arrival, or the pickup address for a departure transfer. List additional drop-offs separately with the expected passengers for each. If the airport movement is part of a conference, school tour or wedding weekend, distinguish it from the transportation needed later. This helps the request capture the whole visit while keeping each individual transfer clear.
4. Confirm how the group will meet.
Before travel, ask for the agreed meeting instructions, contact method and procedure for communicating flight changes or delays. Confirm any applicable waiting arrangements and costs during the quote discussion. Share the final instructions with the group coordinator, who can relay them to travelers. Use instructions confirmed for your actual transfer rather than assuming a pickup location or process from a previous trip or a general airport description.
5. Treat the return as its own transfer.
Departure day may involve a different passenger count, pickup location or set of flights. Prepare those details separately and request review of the pickup plan in relation to the group’s departure requirements. Identify who checks the final passenger list and who reports changes. If some travelers leave earlier than others, explain whether you are considering separate transfers so those movements can be included in the scope under discussion.
Questions before you go
Can one inquiry cover several flights?
Yes. List each flight with its date, passenger count and onward destination. Explain whether the group expects to travel together or is considering separate transfers.
Where will we meet the vehicle?
Obtain the agreed meeting instructions for your specific transfer before travel. This guide does not establish a pickup point or airport access procedure.
Is this planning guide for a shared airport shuttle?
It is for a private group transportation request. A traveler seeking an individual seat on a scheduled shared shuttle needs a different type of service.