INTRODUCTION
Flight days are tiring enough. If you don’t want to queue after landing, squeeze luggage into the wrong car, or worry about delays, a little preparation turns airport transfers into a routine. This guide walks you through every step—from planning to meeting your driver—with field-tested tips, mini templates, and checklists.
1) CHOOSE THE RIGHT VEHICLE FOR YOUR NEEDS
- Sedan: 1–3 passengers, 2 large suitcases (23–32 kg) + 1–2 carry-ons. Ideal for business travel.
- SUV: 3–5 passengers, 3–4 large suitcases. Comfortable for families and longer stays.
- Minivan: 5–7 passengers, 4–6 large suitcases. Most economical for small groups.
Special cases:
• Child seat/booster needed? Add the type and quantity to your booking.
• Oversize items (stroller, folding wheelchair, skis/surfboard)? Share dimensions in advance.
• Traveling with a pet? Confirm crate/bag requirements and cleaning policy.
Why it matters: Picking the right class prevents “luggage Tetris,” last-minute vehicle changes, and surprise costs.
Mini checklist: [ ] Passenger count [ ] Large/cabin luggage [ ] Child seat [ ] Oversize items
2) CALCULATE TIMING WITH A SIMPLE FORMULA
Meeting time = Scheduled landing + passport/baggage time + walk from gate
Typical ranges:
- Domestic: 20–40 minutes (depending on luggage).
- International: 45–90 minutes (passport + bags).
- Nights are often faster; holidays/peak hours slower.
- After a connecting flight, delays can cascade—allow a buffer.
Pro tip: Add your flight number so the driver tracks delays automatically. Still leave a clear note: “Meeting point: Terminal X, Arrivals, Door Y. Estimated time: 12:10.”
3) MEET & GREET OR CURBSIDE?
Meet & Greet (driver inside with a name sign)
• Best for first-time visitors, families with kids, lots of luggage, or VIP guests.
• Usually includes short-term parking fees.
Curbside (pickup at the curb)
• Faster and more economical.
• During peak times, curb access may be slower; correct door number matters.
Decision helper:
• 2+ large bags or traveling with kids → Meet & Greet recommended.
• Light travel and you know the airport → Curbside is fine.
4) CONFIRM TRANSPARENT PRICING AND EXTRAS UP FRONT
Ask about:
- What’s included? (tolls, parking, taxes, gratuity policy)
- How is waiting time calculated? (e.g., 30 min domestic, 60 min international free)
- Delay/cancellation window and fees
- Extra stops (grocery/ATM/hotel) and their cost
- Nighttime (00:00–06:00) surcharges
Small warning: A “cheap” base fare can end up pricier after parking/waiting fees. Get the all-in number once.
5) SAFETY AND VERIFICATION STEPS
- Only board vehicles that match the app/confirmation (driver name and plate).
- Before you ride, double-check child seat installation; the wrong angle reduces safety.
- At night, stow luggage inside the vehicle securely.
- Share live location only with your driver, only during pickup; turn it off after the ride.
6) SHORT, CLEAR MESSAGE TEMPLATES
Standard:
“Hello, my flight is TK193. I’ll exit from Terminal D, Arrivals, Door 5. ETA to the meeting point is 12:10. I have 2 large + 1 carry-on. We requested a child seat (9–18 kg). Thank you.”
Running late:
“I’m delayed at passport control, about +20 minutes. I’ll update you here if anything changes.”
Address clarity:
“We’ll go to Marriott Marquis, L Street entrance (main lobby).”
7) PLAN B FOR DELAYS, CANCELLATIONS, AND LAST-MINUTE CHANGES
- Delay: With the flight number added, the driver follows live updates. Still message if the airport changes the meeting door/area.
- Cancellation or hotel change: Send the full address or a dropped pin (plus the entrance name).
- Lost baggage: The office can take time—inform the driver. Extended waiting may exceed the free window and add a small fee.
8) COMMON MISTAKES (AND HOW TO FIX THEM)
- “We’ll make it fit.” → Over-estimate luggage to be safe.
- “Wrong exit door.” → Send the door number or a photo of the arrivals board/area.
- “Booster is fine for any child.” → Seat type depends on age/weight—confirm in advance.
- “The app shows a different time zone.” → Always verify times in the pickup location’s time zone.
9) SAMPLE TIMELINE (INTERNATIONAL ARRIVAL)
- Scheduled landing: 11:10
- Passport + baggage + walking: 50–70 minutes
- Safe meeting window: 12:05–12:25
- If the flight is +20 min late, new window: 12:25–12:45
10) TRAVELING WITH KIDS, SENIORS, OR LIMITED MOBILITY
- Kids: Specify age/weight and seat type (infant, child, booster). One seat takes one passenger place.
- Seniors: Long walks? Meet & Greet greatly reduces effort.
- Wheelchair: Say if it’s foldable and whether it fits alongside luggage.
- Planned breaks: Tell the driver in advance about short medical/restroom stops.
11) ONE-PAGE SUMMARY (CHEATSHEET)
• Pick the right vehicle and count luggage honestly.
• Add the flight number; write the exact door/meeting point.
• Choose Meet & Greet vs. Curbside based on your situation.
• Confirm what the price includes and the free waiting time.
• Verify driver/vehicle; check child seat safety.
• In delays/changes, send one clear update.
• Double-check times in the pickup location’s time zone.
CLOSING
When planned well, airport transfers become the most relaxing part of your trip. Follow these steps to avoid queues, luggage puzzles, and miscommunication. Once your plan is set, all that’s left is to arrive safely and comfortably at your destination. Safe travels with MovL!