If you support an executive in New York, ground transportation can undo a perfectly planned day. A missed JFK pickup, a chauffeur at the wrong terminal or a Teterboro arrival with no car waiting isn’t your fault, but it still lands on your desk. This guide is for executive assistants, chiefs of staff and travel coordinators. It covers what to send when you book, how airport pickups work, when to use hourly service, how to set up billing and what to do when plans change.
What to send when you book
A good dispatcher can book from a short email if it has the right details. Include:
- Passenger name and mobile number, so the chauffeur can contact them directly.
- Date and pickup time. For airport pickups, send the flight number and let dispatch set the time.
- Pickup address, including the building entrance or lobby instructions.
- Destination and any stops along the way.
- Vehicle: sedan, Mercedes S-Class, SUV or Sprinter.
- Special requests, such as meet and greet, a car seat or a quiet ride.
- Billing reference, such as a cost center, client code or PO number.
You can book our chauffeur service in NYC by phone, email or online. Before the ride, we confirm the details and share the chauffeur and vehicle information.
How airport pickups work
Curbside pickup. The chauffeur tracks the flight and waits nearby. When the passenger has their bags, they contact the chauffeur and the car pulls up at the curb. This suits executives who travel light and know the airport.
Meet and greet. The chauffeur waits inside the terminal with a name sign, helps with bags and walks the passenger to the car. This suits visiting clients, board members, international arrivals and anyone with checked luggage. Ask about it when you book.
Flight tracking. We track the flight, so an early or late landing doesn’t leave your executive waiting. Ask us about wait time and how delays are handled when you book, so there are no surprises on the invoice.
Terminal changes. Airlines at JFK and LaGuardia have moved terminals during the rebuilds. Check the terminal the day before, and we’ll check it too. See our JFK airport limo service for more.
Point-to-point or hourly as-directed?
Point-to-point is a single transfer at a flat rate, for example office to JFK.
As-directed (hourly) keeps the chauffeur and vehicle with your executive for a block of time. It’s useful for a day of investor meetings, a client dinner or a roadshow. It’s billed by the hour and usually has a minimum.
A simple rule: if there are three or more stops, or the executive needs the car waiting at any stop, book as-directed. It’s often cheaper than several separate rides, and nobody waits for a car to come back.
Teterboro and private aviation
For executives flying private into Teterboro (TEB), Westchester (HPN) or Republic (FRG):
- Send the FBO name and the tail number if you have it.
- Where the FBO allows it, the chauffeur meets the passenger planeside or in the FBO lobby. Rules vary by FBO, so we confirm them in advance.
- Pickup timing follows the aircraft’s actual arrival, not the original schedule.
See our Teterboro airport limo service for details.
Set up billing once
Receipts cause most of the admin work in ground transportation. A corporate account makes it simpler:
- A card on file, or invoicing agreed with your finance team
- Your cost center or client code added to each ride
- A regular statement you can match against your expense system
Our guide to setting up a corporate car service account walks through it step by step.
Build traveler profiles
Instead of sending the same preferences every time, ask us to keep a profile for each executive:
- Preferred vehicle
- Temperature, music or a quiet ride
- Home, office and frequent addresses
- Whether ride updates go to the executive, to you or to both
- Standing instructions, for example “always meet and greet at JFK, curbside at LaGuardia”
The backup plan
| Problem | What should happen |
|---|---|
| The flight lands early | Dispatch tracks the flight, so the chauffeur is on the way |
| The executive switches airport or terminal at the last minute | Call dispatch and the car is re-routed. Any price difference is confirmed with you |
| A vehicle problem on the day | We send a replacement and let you know right away |
| Snow or a major storm | We contact you ahead of time to move pickups earlier |
| The executive can’t find the car | They call the chauffeur or dispatch directly |
If a provider doesn’t answer the phone at 5 a.m., don’t use them for airport work.
Frequently asked questions
How far in advance should I book?
24 hours ahead is comfortable. Same-day sedan and SUV bookings are often possible, so call to check. Book Sprinters and busy event days about a week ahead.
Can I book a car for a visiting client and have it billed to us?
Yes. We send the ride details to your client and the invoice to you.
Can the chauffeur carry a name sign with our company name?
Yes. Tell us what you’d like the sign to say when you book.
Do you cover Long Island, Westchester, New Jersey and Connecticut as well as Manhattan?
Yes, we cover the whole tri-state area. See our service areas.
What if the executive wants to be picked up at a different address?
Call or text dispatch as early as you can. We’ll update the booking and confirm any price change with you.
More business travel guides
- How to set up a corporate car service account in NYC
- Long Island to Manhattan car service
- Hicksville to JFK car service
- Long Island to Newark Airport car service
- Corporate holiday party transportation: a planner’s checklist
Set up a booking line for your office
Call (718) 905-8446 or request a quote. We’ll set up traveler profiles and give you rates for your regular routes.
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