Corporate Transportation in NYC

Corporate transport is judged on a narrow criterion: did the person arrive on time, unflustered, at the right entrance. Everything else is detail.

What makes New York hard is not distance. It is that a two-mile crosstown journey at 5pm can take longer than a nine-mile run to LaGuardia, that half the buildings you need have no usable kerb, and that the schedule will change at 11am.

The four shapes of corporate booking

The client collection. Someone lands and matters. Meet-and-greet inside the terminal, the flight tracked, the driver holding a name board, and the passenger's name in the booking so they are greeted properly. This is the one where the vehicle is part of the message — see luxury black car.

The roadshow. Eight meetings, four buildings, a hard stop at the airport. Quoted hourly, one driver for the block, repositioning while you are inside. The schedule will slip; that is planned for rather than renegotiated.

The team movement. Six to fourteen people from a hotel to a venue, or an arriving group off one flight. An executive Sprinter keeps them together — see group transportation.

The recurring programme. Conference week, a visiting-executive rota, a weekly airport run. Worth putting on an account.

Designate one itinerary contact

This is the single most useful thing you can do, and it costs nothing.

Name one person in the booking, with a mobile number, who owns the day's changes. On a multi-passenger itinerary with no designated contact, the driver receives contradictory instructions from three people and the default is to stay put. With one contact, a 2pm that moves to 2:40 is a thirty-second message.

For a visiting delegation, the contact is usually the person hosting rather than the person travelling — they are the one who knows the meetings have moved.

Planning a roadshow

Send the itinerary as a list, in order, with the time needed at each address rather than the time you expect to arrive. Those are different numbers and the second one is the useful one.

Also tell us:

• Which stops are hard (a flight, a board meeting) and which can flex
• The specific entrance at each building, if you know it
• Whether materials or luggage stay in the car between stops
• Where an overrun is likely
• Whether the same passengers are in the car all day, or it collects and drops different people

We will come back with the hours the day needs. If we think ten is over-booking it, we will say eight.

Airport movements for a group

Arrivals are where corporate bookings most often go wrong, and the cause is almost always luggage rather than seats.

Send flight numbers and per-flight passenger and bag counts. We track the arrivals and confirm the meeting point per terminal. Airport transfer planning has the terminal detail for JFK, LaGuardia and Newark.

Conference weeks

The Javits Center, the big Midtown hotels, and the evening events that are always in a different borough from the daytime programme.

For a week-long programme, tell us the daytime pattern and the evening exceptions separately. The daytime is usually a short repeating loop that suits a scheduled vehicle; the evenings are point-to-point runs to venues in Brooklyn or Queens that need their own planning. Quoting them as one undifferentiated block is how you end up paying for a Sprinter to sit outside a hotel at 8pm.

Accounts and invoicing

If you book regularly, ask about an account: invoicing rather than per-trip settlement, a named contact, and consistent drivers for regular passengers. Ask also for whatever licensing and insurance documentation your procurement process needs — we would rather provide it up front than mid-booking.

Booking corporate transport

Call (888) 201-0419 or use the form. For a single transfer, send the addresses, the time and the passenger and bag counts. For anything multi-stop, send the itinerary and the name of the contact who owns it.

Treat the vehicle as reserved only once you have written confirmation — an enquiry on its own does not hold a car.

Your questions, answered