When a CEO, a board member or a high-profile guest visits New York, ground transportation is one of the easiest parts of the trip to get wrong. Details get shared in long email chains, the car turns up at the wrong terminal, or the chauffeur learns the itinerary at the curb. This checklist is for the security managers, executive assistants and travel coordinators who plan these visits. It covers what to decide, what to send your car service and how to handle airports, meetings and events in the city.
Two to three weeks before: decide what you need
- Vehicle type: a standard luxury SUV or sedan, or an armored vehicle. If you’re unsure, our guide to whether you need an armored car in New York can help.
- Support vehicles: do staff, a security detail or luggage need a second car, such as a Suburban, Escalade or Sprinter?
- Booking type: one-way transfers, or an as-directed booking where the car and chauffeur stay with the passenger all day.
- Who has the details: keep the itinerary to a short list of people who need it.
One week before: send your car service the essentials
| What to send | Why it matters |
|---|---|
| Flight or tail number and arrival airport (JFK, LaGuardia, Newark or Teterboro) | So the chauffeur can track the flight and adjust for delays |
| Full itinerary with addresses and timings | So the chauffeur can plan routes and drop-off points in advance |
| Single point of contact and a backup number | So changes on the day go to one person |
| Passenger and security team numbers, and seating preferences | So the right vehicles are assigned |
| Luggage count | So you know whether you need a support vehicle |
| Name to use on any sign, or a code name | So the passenger’s name isn’t on display in the arrivals hall |
Ask the car service to confirm the vehicle, and for armored bookings the protection level, in writing. Ask for the chauffeur’s name and phone number ahead of time.
Airport arrivals
- Commercial terminals: decide whether you want a meet-and-greet inside the terminal or a curbside pickup. For a high-profile passenger, many security teams prefer a quick curbside pickup over a long wait in a public arrivals hall.
- Private aviation: at Teterboro and other private terminals, ask the FBO about vehicle access to the aircraft. Rules vary by FBO.
- Don’t use the passenger’s name on signs. Use a company name, initials or an agreed code.
In the city: meetings, hotels and events
- Plan drop-off points that let the passenger go straight inside. Many Manhattan hotels and office towers have side or garage entrances. Ask the building in advance.
- Have the car waiting nearby, not circling, so it can be at the door quickly when the meeting ends.
- For galas and premieres, ask the event organizer how arrivals are staged and where vehicles can wait.
- Avoid discussing plans at the curb or in the car with the windows down. The chauffeur should already know where you’re going.
On the day: a quick checklist
- Confirm the flight status and pickup time with the chauffeur.
- Share any last-minute changes with the point of contact only.
- Check the weather and any street closures, such as parades, UN General Assembly week or marathon day.
- Have a backup plan if a meeting runs long or a venue changes.
- Collect feedback afterwards, so the next visit goes even more smoothly.
Frequently asked questions
How far ahead should we book secure transportation in NYC?
As early as you can. For armored vehicles or busy weeks, such as the UN General Assembly or major events, a few weeks’ notice gives the most choice.
Can the chauffeur work with our security detail?
Yes. Tell us who is in the detail and their seating needs, and we’ll plan around them.
Can you provide an armored vehicle and support SUVs together?
Yes. We can pair an armored vehicle with a Suburban, Escalade or Sprinter for staff or luggage.
Which airports do you cover?
We cover JFK, LaGuardia, Newark, Teterboro, Westchester and Long Island MacArthur, plus other private aviation terminals in the area.
Do you set up corporate accounts?
Yes. A corporate account keeps billing and passenger preferences in one place for repeat visits.
More guides
- Armored SUV vs. regular black car: do you need one?
- An executive assistant’s guide to booking car service
- Corporate car service accounts in NYC
- Teterboro private jet ground transportation
Plan your executive visit
Send us the itinerary and we’ll recommend the vehicles, including our armored SUV and sedan service. Call (718) 905-8446 or request a quick quote.
