Meeting Points

MEETING POINTS AND PROCEDURES

NOTE: COVID-19 ALTERATIONS IN PLACE AND CONSTANTLY CHANGING

Download or Print Current COVID-19 Bus Procedures Here

Best Practices Bus Embarkation/Travel/Debarkation

COVID 19 has created a need for extra diligence when traveling in groups by bus.

Here are the current best practices as we understand them, we require all coordinators, guests, and bus captains to abide by them for any trip.

FOR BUS CAPTAINS

Bus Captain (BC) ensures vehicle sanitization protocols have been followed prior to arrival.
BC arrives at pickup point and:
1. Keeps door closed until ready to disembark.
2. Puts masks and thermometer in open and accessible location.
3. Retrieves any boarding instructions.
4. Dons mask and face shield before opening door.
BC opens door, exits bus makes contact with Coordinator (CO) from a distance of at least 6 feet.
BC describes where coordinator can locate masks and thermometer.
BC reviews loading procedures with CO.
BC opens one luggage bay and secures it until all bags have been loaded.
BC repeats until all luggage is loaded.
After all Luggage and passengers are loaded BC secures area, enters bus, and departs.
The same procedure in exact reverse is used at all stops and disembarkations.

FOR COORDINATORS

Coordinator (CO) meets Bus Captain (BC) and reviews load procedures and itinerary from a distance of at least 6 feet and will wear a mask from this point throughout the entire trip.
Coordinator is responsible for temperature checks either at their facility or at the bus before boarding. Thermal thermometers are provided as a courtesy if needed.
Coordinator will have all guests handle and load their own baggage in the luggage bay at the direction of the BC filling one bay at a time.
Coordinator will brief and ensure Guests follow mitigation procedures throughout trip duration.

FOR GUESTS

At the direction of the coordinator, Guests (G) will don masks and wear them throughout the entire trip.
After loading their luggage and when cleared by the Coordinator (CO), G will load the bus one at a time from the front door until seated at the rearmost available seat. G will make a note of the seat number as this will be the only seat they use throughout the trip no matter how many days the trip lasts.
Guests will remain seated apart from bathroom breaks throughout the trip. It is important to minimize the walking by of other G’s when in an enclosed space.
The same procedure in exact reverse is used at all stops and disembarkations.
Luggage will be retrieved by the G’s from the currently open luggage bay overseen by the Bus Captain.

PRE-COVID CHANGES BELOW LINE

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(For Celebrity & Public Figure procedures, please scroll to the bottom of this page)

GENERAL GUIDELINES: Our goal is to meet every guest and group promptly and efficiently. Clients and guests can usually obtain the name and cell phone number of their chauffeur or bus captain by calling our office on the evening prior to the scheduled pickup. We request all clients provide a cell phone number for the lead guest as well as an emergency backup number. We will automatically meet our guests with a name sign at airports. Larger groups may request a name sign in the window on the passenger side or right front windshield area. Separate pickup instructions may be substituted for any trip.

●Hourly Charter Arrivals and Hourly Charter / Airport Departures

▪Minibuses and Buses

If no other instructions are given, we will park as close to the entrance door as safely possible, exit the vehicle and announce our arrival at the door or reception area. In many locations, we cannot leave the vehicle. If that is the case and if the guest has not appeared at the appointed time, we will text or call the guest or client phone number listed in the reservation. If there is no answer we will leave a message. We will wait 10 more minutes and call each of our contact numbers. If we have not yet heard from the guest or client, we will call each of our contact numbers every 10 minutes until 1 hour after the appointed time. If we have not been able to contact the passenger after 1 hour we will assume the passenger is not coming and any “NO SHOW” charges will apply.

▪All Sedans, SUV’s or Vans

7:30AM TO MIDNIGHT

√ DEFAULT OPTION: If no other instructions are given (such as "authorized wait"), we will be waiting in front of the building, inside the vehicle. If the guest has not appeared at the appointed time, we will text or call the guest or client phone listed in the reservation. If there is no answer we will leave a message. We will wait 10 more minutes and then call each of our contact numbers. If we have not yet heard from the guest or client, we will call each of our contact numbers every 10 minutes until 30 minutes after the appointed pickup time. If we have not been able to contact the guest after 30 minutes, we will assume the guest is not coming and “NO SHOW” charges will apply.

°OPTION TWO – NO CALLS: We will be waiting in front of the building, inside the vehicle. If we have had no contact by the guest after 30 minutes from the appointed pickup time, we will assume the guest is not coming and any “NO SHOW” charges will apply.

°OPTION THREE - AUTHORIZED WAIT – ONE TEXT/CALL: We will be waiting in front of the building, inside the vehicle. If we have not heard from the guest or client by 1 hour after the appointed time, we will call each of the contact numbers starting with the client and leave a message. After 2 hours, we will call each of the contact numbers again, starting with the client. If we have not been able to make contact, we will assume the guest is not coming and “NO SHOW” and "WAIT TIME" charges will apply. If this is not a sufficient amount of weight time, please let your reservation agent know at time of booking.

MIDNIGHT TO 7:30AM

√ DEFAULT OPTION: If no other instructions are given (such as "authorized wait"), we will be waiting in front of the building, inside the vehicle. If the guest has not appeared by 10 minutes after the appointed time, we will text or call the guest or client phone listed in the reservation. If there is no answer we will leave a message. We will wait 10 more minutes and call each of our contact numbers. At 30 minutes after the appointed pickup time, we will call each contact number again and if we have not been able to make contact, we will assume the guest is not coming and any “NO SHOW” charges will apply.

▪Airport Sedans and SUV’s

√ DEFAULT OPTION: If no other instructions are given, we will be OUTSIDE WAITING and will pull up curbside when the guest texts or calls the chauffeur or calls our office. If we have not heard from the guest within 15 minutes of the actual flight arrival, we will text or call the guest and client phone as listed in the reservation. If there is no answer we will leave a message. We will wait 10 more minutes and call each of our contact numbers. If we have not yet heard from the passenger or client, we will call each of our contact numbers every 10 minutes until 30 minutes after the appointed pickup time. If we have not been able to contact the guest after 30 minutes, we will assume the passenger is not coming and any “NO SHOW” charges will apply.

°OPTION TWO: – INSIDE MEET AT BAGGAGE CLAIM: We will be waiting at the designated guest meeting area shown below for each airport. If we have not located the guest within 15 minutes of the actual flight arrival, we will text or call the guest and client phone numbers as listed in the reservation. If we have not yet heard from the guest or client, we will call each of our contact numbers every 10 minutes until 30 minutes after actual flight arrival - then we will assume the guests are not coming and any “NO SHOW” charges will apply.

°OPTION THREE: – INTERNATIONAL ARRIVALS ($25.00 EXTRA): DUE TO DELAYED CUSTOMS CLEARANCE TIMES WE CHARGE $25.00 FOR THE FIRST 60 MINUTES OF WAITING TIME AND OUR REGULAR HOURLY RATE THEREAFTER. : We will be waiting at the designated guest meeting area shown below for each airport. If we have not located the guest within 30 minutes of the actual flight arrival, we will text or call the guest and client phone numbers as listed in the reservation. If there is no answer we will leave a message. If we have not heard from the guest or client, we will call each of our contact numbers every 10 minutes until 60 minutes after the appointed pickup time. If we have not been able to contact the guest after 60 minutes, we will begin waiting time charges. We will wait a combined total of 90 MIINUTES after the flights actual arrival and; if we have not heard from the guest or client, we will assume the guest is not coming and any “NO SHOW” charges will apply.

▪Airport Vans, Minibuses or Buses

If no other instructions are given, we will park in the oversized vehicle lot and wait for the guest to text or call after they have collected their belongings and are prepared to move to the designated oversized vehicle pickup point on the curb. If we have not heard from the guest within 15 minutes of the actual flight arrival, we will text or call the guest and client phone as listed in the reservation. If there is no answer we will leave a message. We will wait 10 more minutes and call each of our contact numbers. If we have not yet heard from the guest or client, we will call each of our contact numbers every 10 minutes until 30 minutes after the appointed pickup time. If we have not been able to contact the guest after 30 minutes, we will assume the guest is not coming and any “NO SHOW” charges will apply.

●FBO, Private and Executive Airports (Hourly Rates Apply)

If no other instructions are given, we will always request a TARMAC MEET. If that is impossible, we will be waiting inside the lounge/baggage claim area. We will be onsite at least 15 minutes prior to the scheduled arrival of the plane and will attempt to check progress of the flight. If we have not located the flight within 30 minutes of the scheduled arrival, we will call the guest and client phone numbers as listed in the reservation. If we have not yet heard from the guest or client, we will call each of our contact numbers every 10 minutes until 90 minutes after scheduled flight arrival – then we will assume the guest is not coming and any “NO SHOW” charges will apply.

●Celebrity & Public Figure Special Arrival Procedures:

When meeting a celebrity or well-known, high-profile public figure, a name sign will be used unless the chauffeur and guest know each other. Alternative wording or name for the sign may be specified by the client. The chauffeur will be at the baggage claim carousel assigned to the guest’ flight number. Please thoroughly review the local pickup procedures when working with reservations at any airport that the guest may not be familiar with.
An additional Meet & Greet ($45 per hour/$90 minimum) may also be arranged which might include a greeter permitted past security to meet the guest or an additional person meeting the guest to assist with bags or to walk the guest to the waiting vehicle and chauffeur. In reverse, a separate greeter for outbound guest might be able to pre-issue a boarding pass and luggage tags if furnished with enough ticketing information to access these through the airlines. We also work with third-party airport ambassadors as requested.