The short answer
Treat delegation transport as one operating plan, not a collection of unrelated airport rides. Build a single guest list, connect every arrival and departure to a vehicle, identify fixed events, name one person who approves changes and share a shorter passenger-facing itinerary with each guest.
Start with one live arrival list
Create one row for each passenger or group travelling together.
| Field | Why it matters |
|---|---|
| Passenger name and mobile contact | Meeting and last-minute communication |
| Flight, airport, terminal and time | Dispatch and schedule monitoring |
| Hotel and event locations | Route planning |
| Passenger and luggage count | Vehicle capacity |
| Working language | Driver or coordinator assignment |
| VIP, speaker or main group | Priority and independent movement |
| Departure details | Return planning before the visit begins |
Keep one version of this list. A flight change mentioned in a chat is not operational until it has been added to the shared plan and acknowledged by the transport coordinator.
Separate the transport flows
Most visits include four different jobs:
- Individual airport or railway-station arrivals.
- Transfers to the hotel or first event.
- Group movements between meetings, venues and dinners.
- Individual departures at different times.
Sedans or minivans may suit staggered arrivals. A minibus may work for a group leaving one hotel together. Key guests may need independent cars even when the rest of the delegation travels as one group.
What to confirm before the visit
Confirm these points in writing:
- the exact meeting point for each airport or station;
- the passenger name shown on the sign;
- vehicle type and realistic luggage capacity;
- who can authorise schedule changes;
- where vehicles can wait near each venue;
- whether a venue-side coordinator is required;
- waiting, extension and cancellation terms;
- whether a reserve vehicle is required for critical movements.
The proposal records the communication language, reserve arrangements and service terms for the requested dates. Do not copy them automatically from an earlier programme.
Build the day around fixed events
Place flights, trains, meeting start times and controlled-access venues on the timeline first. Then add hotel pickups, meals and optional stops. Allow time not only for traffic but also for collecting luggage, gathering a group, entering a venue and boarding again after an event.
If several cars must depart together, define a group-ready time and a vehicle departure time. These are not always the same.
Choose vehicles by movement, not status alone
A minivan does not automatically replace two sedans. Passengers may arrive at different airports or leave at different times. Conversely, a fleet of individual cars can make one group departure harder to coordinate.
For every movement, the plan should answer three questions: who is travelling, which vehicle is assigned and who confirms departure.
What the coordinator does
The coordinator keeps the current passenger list, connects the organiser with drivers and venues, and confirms critical departures. For a small visit, the host company may fill this role. For several airports, venues and vehicles, a dedicated coordinator reduces parallel calls and conflicting instructions.
Passenger-facing arrival message
Send each arriving guest a short message containing:
- Local date and time.
- Airport, terminal and meeting point.
- Driver or coordinator name and phone number.
- Vehicle model, colour and plate number when assigned.
- Destination address.
- What to do if the flight or baggage is delayed.
Ask the passenger to save the details offline before departure.
Frequently asked questions
Can planning start before passenger names are final?
Yes. A preliminary plan can use arrival windows, expected group size, venue addresses and vehicle requirements. Names and direct contacts are added before dispatch.
How are flight delays handled?
Provide the flight number and agree the waiting policy in advance. A rebooking, airport change or new travel date still needs to be reported and confirmed.
Does every delegation need a minibus?
No. The answer depends on luggage, simultaneous movements, protocol and whether the group needs to remain together.
Can sightseeing be added after meetings?
Yes, but keep it separate from fixed business events and confirm timing, guide availability, venue access and the final departure requirement.
Request a transport plan
Send the dates, arrival list, venue addresses, passenger count and organiser contact. Message TSA Transfer on Telegram or email tsa-transfer@mail.ru for a transport plan and quote. Service formats are listed on the delegation transport in Moscow page.