The short answer
Build a guest matrix before selecting vehicles. Record each traveller's role, arrival, hotel, luggage, fixed meetings, separate movements and authorised contact. Then assign a vehicle to every movement and place all assignments in one master itinerary.
Keep entry documents and payment arrangements as separate checks. A transport coordinator needs the confirmed arrival and schedule, but should not be expected to decide a traveller's visa status or corporate payment policy.
Start with people, not vehicle names
A request for three executive cars and one minivan may be too early. First map who travels together and where their schedules separate.
Use one row for every guest or travelling unit:
| Field | What to record |
|---|---|
| Guest role | principal, assistant, family member, security or delegation member |
| Arrival | date, airport, flight number and planned arrival time |
| Hotel | exact property and check-in contact if relevant |
| Luggage | standard cases, large cases, equipment and special items |
| Fixed schedule | meetings, events and required arrival times |
| Separate movements | shopping, private appointments or different return flights |
| Contact | person authorised to approve an itinerary change |
Roles help the organiser assign transport. They should not be used to infer privacy, language, cultural or religious requirements. Add those preferences only when the guest or organiser provides them.
Plan the airport arrival as a complete movement
An airport pickup includes more than a flight number. Record:
- airport and terminal;
- exact passenger names or a group label;
- meeting method;
- number and size of luggage items;
- first destination;
- any guests continuing to a meeting;
- contact monitoring the arrival;
- action required if the flight changes.
Guests on the same flight may still need separate vehicles. A principal may continue to a meeting while family members travel to the hotel. Large luggage can also change the assignment even when everyone follows one route.
Match vehicle capacity to the busiest movement
Count seats and luggage on each section. The largest party on the trip may not be the largest party in every car.
| Movement | Planning question |
|---|---|
| Executive airport arrival | How many passengers and cases travel together? |
| Full meeting day | Will an assistant, interpreter or security professional join? |
| Family movement | Are child restraints or extra luggage space required? |
| Delegation arrival | Do arrivals form one wave or several timed groups? |
| Regional section | Does the group keep the same vehicle after a train or flight? |
Specify capacity and service requirements in the first request. The exact model is confirmed with the quotation for the travel dates.
Separate the executive day from the family plan when needed
One coordinated itinerary can contain several schedules. The principal may need a dedicated car for meetings. Family members may require a larger vehicle for luggage and a flexible day. Assistants may need a separate movement between hotels, venues and arrival points.
For each schedule, state:
- First pickup and final drop-off.
- Fixed addresses and required arrival times.
- Provisional stops.
- Waiting expectations.
- Luggage carried during the day.
- Who can add or cancel a stop.
This structure allows separate cars to operate through one coordination channel.
Add personal requirements as facts
The organiser should record any requirement that affects the route or vehicle. Examples include a child restraint, an accessible vehicle, a privacy request, a scheduled break or a specific communication language.
Do not infer these details from nationality. Ask once, record the answer and make it visible only to the people who need it.
Sensitive information should be limited. A driver needs the pickup name, route and contact. The complete business schedule or private purpose of a meeting usually belongs only in the organiser's master itinerary.
Build a Moscow day around required arrival times
List the meetings in order, with building entrances and local contacts. Work backwards from the required arrival time for each address. Keep provisional stops outside the core route until they are confirmed.
The daily sheet should show:
- hotel pickup;
- first meeting and entrance;
- expected end time;
- waiting or release instruction;
- next address;
- meal or private interval if provided;
- final destination;
- next morning's confirmed pickup.
For a multi-vehicle party, every movement receives a reference number. This prevents a general message such as “move the second car later” from being interpreted differently by the assistant and dispatcher.
Connect Moscow, Saint Petersburg and regional Russia
A multi-city programme can use local vehicles around domestic flights or trains. The master itinerary still needs to show the handover between cities.
For each connection, include:
- departure station or airport;
- ticket details;
- luggage ownership;
- arrival pickup point;
- local driver contact process;
- hotel and first meeting;
- a buffer before the next fixed event.
One vehicle may be appropriate for selected regional sections. Separate local vehicles can reduce long empty returns and extended driver hours. Compare the complete itinerary before choosing.
The multi-city transport quote checklist explains this structure in more detail.
Keep entry checks outside the transport assumption
Russia's official Ministry of Foreign Affairs portal lists the nationalities eligible for a unified electronic visa. Eligibility is based on the traveller's passport, not the departure airport or company location.
The official FAQ states that unified e-visas issued under the current rules can be valid for up to 120 days, with a permitted stay of up to 30 days. Rules, eligible countries and authorised checkpoints can change. Each traveller should check the official portal before tickets and non-refundable arrangements are finalised.
The transport request should record only the operational result: arrival confirmed, entry check completed by the responsible travel manager, and any checkpoint constraint relevant to the itinerary.
Confirm payment and documents before arrival
The organiser should agree the contracting party, quotation currency, billing details and required supporting documents before the first service. International payment routes and card acceptance can change, so the payment method should be confirmed for the specific booking.
Visitors can review the separate guide How to Pay in Russia as a Foreign Visitor. The transport proposal should state its own payment and document terms.
One update protocol
Choose one person who can approve changes. The master itinerary should show:
- current version time;
- confirmed and provisional movements;
- cancelled sections;
- vehicle reassignment;
- the person who approved the change;
- the passengers who must be notified.
A private message to one driver does not update the programme. The coordinator should enter the change in the master version and confirm the affected movement.
Quote-request checklist
- travel dates and Russian cities;
- all flights or trains;
- hotels and fixed meeting addresses;
- guest roles and separate schedules;
- passenger count on every movement;
- luggage and equipment;
- child-restraint or accessibility requirements;
- preferred vehicle capacity and class;
- language and communication preferences supplied by the organiser;
- billing entity and document requirements;
- one authorised contact for changes.
Frequently asked questions
Can executives and family members use separate vehicles?
Yes. Each schedule receives its own assignments within one coordinated itinerary.
Can one request cover several Russian cities?
Yes. Local vehicles can be coordinated around domestic flights, rail journeys or selected intercity drives.
Is a specific vehicle model confirmed at the first enquiry?
The request can state a preferred class and required capacity. The available model is confirmed with the quotation for the travel dates.
Does TSA determine a guest's visa eligibility?
No. The traveller or responsible travel manager checks entry requirements through the official Russian consular source. TSA uses the confirmed arrival details to build the transport plan.
Request an executive transport plan
Send the dates, flights, cities, hotels, guest roles, luggage and fixed meetings through the TSA contact form, by Telegram or email tsa-transfer@mail.ru. The executive ground transport in Russia for Gulf visitors page shows the available planning formats.