The short answer
Build one transport brief that covers every arrival, passenger, vehicle, meeting and contact. Use pre-booked airport transfers for executives, reserve a car with driver for multi-stop days, and give one coordinator authority to approve schedule changes. Confirm English-language support, driver details, payment documents and possible extras before the first flight departs.
For delegations, plan the movement of people and luggage separately. A sedan list alone is not a transport plan.
Start with one master schedule
Create a single table shared by the assistant, transport coordinator and local host.
| Field | Example of the detail needed |
|---|---|
| Passenger | Full name and role |
| Arrival | Flight number, airport, terminal, date and time |
| Contact | Working mobile number and messenger |
| Language | English-speaking driver required or support only |
| Luggage | Cabin bag, large suitcases, equipment |
| Vehicle | Business sedan, premium sedan, minivan, minibus or bus |
| First destination | Hotel, office or venue with full address |
| Daily programme | Pickup, every stop, expected finish and standby periods |
| Protocol | Name sign, dress code, door and luggage assistance, confidentiality |
| Payment | Contract, invoice or other confirmed method |
| Approver | Person authorised to change time, route or vehicle |
Version the schedule. Put the date and time on every update so the driver is never working from an old file.
Airport arrivals: control the first handover
Moscow's main passenger airports are Sheremetyevo (SVO), Domodedovo (DME), Vnukovo (VKO) and Zhukovsky (ZIA). Passengers on the same project may arrive at different airports.
For each pickup, confirm:
- flight number rather than only the planned landing time;
- exact spelling for the name sign;
- passenger's working contact after landing;
- terminal and meeting point;
- driver, vehicle and plate number;
- luggage capacity;
- waiting and delay procedure;
- hotel or office destination;
- backup contact who speaks English.
A pre-booked transfer reduces reliance on a new taxi app, a local SIM or payment in the terminal. See Moscow airport transfer without surprises.
One car for the day or separate transfers?
Separate transfers work when the programme has clear start and end points with long gaps in between. A chauffeur-driven car works better when the passenger has several meetings, uncertain finish times or equipment that should stay with the vehicle.
| Programme | Better starting point |
|---|---|
| Airport to hotel only | Transfer |
| Hotel to one meeting and back | Two transfers or a short hourly booking |
| Four meetings in different districts | Car with driver by the hour |
| Conference with several executives | Dedicated cars plus a coordination plan |
| Delegation with luggage and staff | Passenger cars plus minivan, minibus or bus as required |
| Evening programme after meetings | Keep the same car if the gap and service terms allow |
Ask for both calculations when the choice is unclear. Include minimum booking time, vehicle delivery, overtime, parking, tolls and travel outside the city.
Moscow traffic needs buffers
Do not build a schedule from map estimates alone. Time of day, weather, security restrictions, public events and roadworks can change the route.
Use three buffers:
- Arrival buffer: passport control, baggage and terminal exit.
- Road buffer: enough time for a slower route without missing the meeting.
- Venue buffer: access control, lift queues and walking through a large complex.
Tell the driver which appointment is immovable. The transport team can then protect the critical arrival and adjust optional stops.
Language support: define who needs English
“English service” can mean several things:
- the booking manager communicates in English;
- the driver can handle direct itinerary conversation;
- a coordinator updates several vehicles and passengers;
- a guide provides professional commentary;
- an interpreter joins business meetings.
Write the required role beside each passenger. An English-speaking driver is useful for day-to-day route changes. A guide or interpreter is needed for specialist commentary or meeting content.
TSA Transfer provides English-speaking support. English-speaking drivers are available on advance request and subject to confirmation. A guide can be arranged when booked with TSA transport.
Vehicle and luggage planning
Passenger capacity does not equal luggage capacity.
A business sedan may suit one or two executives with standard bags. A premium sedan can serve the same passenger count with a higher protocol requirement. A minivan is often better for three or more travellers with luggage. Groups may need a minibus or bus, while equipment travels in another vehicle.
Ask for:
- proposed model or agreed equivalent;
- passenger-seat count;
- luggage plan;
- vehicle colour if protocol requires it;
- child seats or accessibility support;
- vehicle photo during approval;
- final driver and vehicle details before service.
Delegation transport needs a movement plan
For several vehicles, prepare a dispatch sheet:
- vehicle number;
- driver and mobile number;
- passenger names;
- lead and backup cars;
- pickup sequence;
- venue entrances;
- parking or holding area;
- group messenger or coordinator contact;
- decision-maker for last-minute changes.
Ask whether a dedicated coordinator or logistician is required and whether it is included for the project size. For major events, access passes and venue rules may need work well before the arrival date.
Payment and documents
Corporate organisers should confirm:
- contracting entity;
- currency and tax treatment shown in the documents;
- estimate and approval process;
- invoice and closing documents;
- cancellation terms;
- who can approve added time or a route change;
- payment method for the specific client;
- treatment of parking, tolls and additional services.
Foreign-issued Visa and Mastercard cards do not work in Russia. If a passenger or overseas company expects card payment, raise the question before travel. Read how to pay in Russia as a foreign visitor.
A final check 24 hours before service
- □ Flights are still operating and terminal information is current.
- □ Every passenger has a vehicle assignment.
- □ Driver, vehicle and plate details were sent to the organiser.
- □ Names on airport signs are correct.
- □ Luggage fits the assigned vehicles.
- □ English-speaking driver requests are confirmed.
- □ Child seats or other equipment are confirmed.
- □ Venue entrances and access rules are known.
- □ The latest programme reached every driver.
- □ The change approver and support contact are reachable.
- □ Payment and documents are agreed.
How TSA Transfer supports business travel
TSA Transfer arranges executive airport transfers, chauffeur-driven cars, group vehicles and multi-day transport support in Moscow, St Petersburg and other Russian cities on request. The team works with assistants, business travel managers and event organisers.
English-speaking support remains the contact point for the organiser. For larger programmes, TSA can prepare vehicle assignments, driver details and a coordinated movement plan. Specific models, languages and services are confirmed for the request.
Frequently asked questions
Can one driver stay with an executive all day?
Yes, subject to advance booking, service hours and driver working-time limits. Share the complete programme and likely overtime.
Can you arrange several airport pickups at once?
Yes. Provide a passenger and flight table, luggage details and one authorised coordinator.
Can the company receive a contract and invoice?
TSA works with legal entities. The contracting and document process should be agreed before service, especially for an overseas organiser.
Are English-speaking drivers available for every car?
They must be requested and confirmed. If several cars need English-speaking drivers, state that for each vehicle.
Can the programme change during the day?
Yes, when timing and vehicle availability allow. Additional hours, distance, parking or tolls may change the final calculation.
Send one brief and receive a transport plan
Share the master schedule, flight table, passenger count, vehicle preferences and document requirements with TSA Transfer. The English-speaking support team will identify missing details and prepare the transport proposal.