Airport transfers by coach for groups: a practical guide

Why a coach beats several taxis

When many people arrive together, a single vehicle avoids coordinating several cars and drivers: the group leaves together, arrives together and stays together. With large numbers the cost per person is often lower too, but it is worth comparing quotes.

A coach means one contact person, one schedule and one meeting point, with luggage space designed for groups. To choose the right capacity, see also the guide on bus types.

Flights, times and delays: what to tell the operator

For an accurate quote, state:

• Flight number and expected arrival time (and departure time for the return);
• Number of passengers and, if possible, how many arrive on different flights;
• Destination (hotel, event venue, port or station) and the departure city;
• Special needs, such as passengers with reduced mobility.

Flights can be delayed. Ask the company how it handles waiting: whether it tracks the flight, how much waiting time is included and when any surcharges apply.

Luggage, meeting point and welcome sign

• Luggage: state how many suitcases to expect and whether there is bulky baggage or equipment. Ask about the luggage hold and whether extra suitcases are accepted.
• Meeting point: ask the company where the coach will stop, at the arrivals exit or in a dedicated parking area, and share it with the group.
• Welcome sign: if needed, ask the driver or a representative to hold a sign with the group's name.

Access and parking rules for coaches differ from airport to airport: have the company confirm the exact point.

Waiting time, surcharges, outbound and return

Always ask the quote to state:

• how much waiting time is included and the cost of each extra hour;
• whether surcharges apply (night, public holidays, tolls, parking);
• whether a single quote for outbound and return is better, giving dates and times for both legs.

For night or very long trips, remember that the driver must comply with legal driving and rest times: the company may suggest a second driver or different times.

Large groups, ports and stations

Beyond the capacity of one coach you need several vehicles: state the total number of people and ask whether the vehicles leave together or in waves, and whether each has a contact person.

The same applies to cruises, ports and stations: give the disembarkation or train arrival time, the meeting place and the margin needed to get off and collect luggage.

Frequently asked questions