This guide is for PAs, EAs, office managers and others arranging airport transport for colleagues, clients or visitors in Cambridge. When the person making the booking is not the person travelling, a few additional details need to be handled clearly. The points below cover what is worth checking before the journey is confirmed, followed by a practical booking checklist. Arranging airport arrivals for international visitors is covered separately in an earlier Cambridge Network article.
Check the operator and licensing details
Private hire vehicles can only be pre-booked. For a regular supplier, it is useful to record the licensing authority and operator licence number with your supplier details.
For locally licensed operators, Cambridge City Council's guidance for passengers explains how licensed private hire vehicles and drivers can be identified, while South Cambridgeshire District Council maintains a public licensing register showing details of current licences.
If a supplier is licensed by another authority, check the relevant licensing authority's published information instead.
Confirm what is included in the quoted fare
Airport transfer prices are not structured in exactly the same way by every operator. Before confirming a booking, check what the quoted fare includes.
Relevant points can include:
- airport drop-off charges or pickup parking;
- waiting time and when additional waiting charges begin;
- road or crossing charges where applicable;
- additional stops;
- changes made after the original booking.
For an online booking, this information may appear in the quote, booking summary, confirmation or terms. If an important charge is unclear, check it with the operator before completing the booking.
Provide clear pickup and journey details
Cambridge addresses are not always as straightforward as a postcode suggests. Business parks, research campuses, colleges and multi-building offices can have several entrances or access points.
Provide the full pickup address together with the specific building, entrance or gate where relevant. Add any useful access information, such as a barrier, security desk, reception entrance or other restriction that could affect where the vehicle can stop.
The booking should also include:
- the number of passengers;
- luggage or bulky equipment;
- the correct airport;
- the terminal where applicable;
- relevant flight details.
For an airport departure, check the airline's current check-in and bag-drop requirements and allow sufficient time for the road journey from Cambridge. Once the pickup time has been agreed with the operator, confirm it with the traveller.
When booking on behalf of another traveller
Where the booker and traveller are different people, the booking should contain enough information for the journey to operate without relying on the booker being available.
Include:
- the traveller's full name;
- a mobile number they will have with them on the day;
- the pickup and destination details;
- flight details for airport journeys where relevant.
For an overseas visitor, include the appropriate country code and use the number they will actually have with them while travelling.
If the booking system allows separate details for the person arranging the journey and the person travelling, complete both. It should also be clear who will receive the booking confirmation and journey updates.
If the original booker will not be available at the time of travel, make sure the traveller or another nominated contact can be reached.
Before the journey, the traveller should have the confirmed pickup time and location together with the operator's contact details.
Many operators explain what information they require when a journey is arranged on someone else's behalf; Fleeyo's corporate travel page is one example.
Changes and cancellations
Business travel plans can change, so check how the operator handles amendments and cancellations before the journey.
Depending on the provider, a booking may be updated through an online booking system, app, email or by contacting the operator directly.
Check how changes are handled if there is:
- a different pickup time or address;
- a different passenger;
- an additional stop;
- a changed destination;
- a cancellation.
A significant change to the journey may also affect the fare, so any revised price should be clear when the booking is updated.
If both the traveller and the person arranging the journey can make changes, make sure everyone is working from the latest booking information.
Payment and business records
For business travel, payment arrangements are best established before the journey rather than left for the traveller to resolve on the day.
Check:
- when payment is taken;
- which payment methods are available;
- whether the traveller, booker or organisation will pay;
- whether business account arrangements are available if required;
- whether a receipt or invoice can be provided;
- who should receive financial documents;
- whether an internal reference or purchase order number needs to be included.
Not every operator offers the same payment or account options. If the journey has already been paid for, or payment is being handled by the organisation, make that clear to the traveller in advance.
Practical Cambridge business travel checklist
- Record the operator's licensing authority and licence number.
- Check what is included in the quoted fare before completing the booking.
- Provide the exact Cambridge pickup location, including the correct entrance or access instructions where relevant.
- Confirm passenger numbers, luggage and any bulky equipment.
- Confirm the airport, terminal and relevant flight details.
- Check the airline's current requirements when agreeing the pickup time for an airport departure.
- Include the traveller's own mobile number and separate booker details where the booking system supports them.
- Confirm who will receive booking and journey updates.
- Check how changes and cancellations are handled.
- Establish payment, receipt or invoice requirements before the journey.
- Make sure the traveller has the confirmed pickup details and operator contact information.
- For a return airport pickup, provide the flight number and confirm how delays and pickup arrangements will be handled.