YYC Meet & Greet for Executives: Corporate Pickup Checklist

The executive lands at 4:45 p.m., has a dinner at 6:30, and an assistant who has been told the car will be waiting. Whether that actually goes well comes down to a handful of details that nobody wrote down. This checklist is for the person doing the booking: assistants, office managers, event teams, anyone who has been handed the job of getting a senior guest from the airport to the meeting.

Before the trip

• Get the flight number, not just the time. The airline and number let the dispatcher track delays and gate changes.
• Confirm the passenger’s name as it will appear on a sign. If privacy matters, agree on a company name or initials instead.
• Decide where the meeting happens. Inside arrivals, at the kerb, or at a spot you have discussed with the driver.
• Share a contact number the passenger can actually answer. And a backup, because phones go into aeroplane mode and stay there.
• List the destination and the next stop. Hotel, office, dinner address, with access notes for any private building.
• Note the group size and luggage. Two executives with one carry-on each is a different job from four people and six bags.

The day before

• Re-check the flight status and update the dispatcher if the schedule shifted.
• Send the passenger the driver’s name and mobile number once you have it.
• Tell the passenger where the pickup happens. Many first-time visitors assume it is in a different terminal area than it is.
• Check the weather. A snowfall changes the drive time and where you can stop.

On arrival

• The chauffeur should be in position before the flight touches down, not after.
• If the flight is late, the driver waits. If the passenger is stuck in customs or baggage reclaim, a quick text from the assistant stops everyone wondering.
• Luggage is handled by the driver and goes in the boot, not on the back seat.
• The driver confirms the destination out loud before leaving the kerb.

Our guide to YYC arrivals and chauffeur pickup explains the physical side, such as where you will meet.

In the car

Executives differ. Some want silence and a phone charger, some want a briefing on the route, some want to ask about the city. A sensible request to the chauffeur when you book is “quiet and professional” or “happy to chat.” Water, a working charger and a clean interior are the things people notice, and nobody has ever complained that the car was too tidy.

After the trip

• Confirm the drop-off was smooth and note anything that was unclear for next time.
• Keep a profile on regular guests: preferred vehicle, how they like to be greeted, and anything accessibility-related.
• For return trips, repeat the same process; do not assume the first one will carry itself.

Common slip-ups

Wrong terminal assumptions, an unreachable contact number, a name spelled differently on the sign than on the ticket, and forgetting to update the car when a flight is rebooked. They are all trivial and they all cause the same stressful ten minutes.

If you book regularly, our corporate limo service and airport transfer service are built for this. When you have a trip coming up, tell us the flight and we will take it from there.

Quick answers

What does meet and greet mean at the airport?

The chauffeur waits for the passenger at an agreed spot in arrivals, usually with a name sign, and helps with luggage to the vehicle.

What do you need to book an executive pickup?

The flight number, passenger name, number of passengers and bags, a contact number, and the drop-off address.

What if the flight is delayed?

Flights are monitored, and the driver adjusts the pickup time. Please share any changes you hear about as well.