You need the passenger’s name, flight number, arrival airport, and their contact number. The Imperial Concierge uses this information to track the flight, position the driver at baggage claim, and display the passenger’s name on a sign for easy identification. The driver receives these details in advance and coordinates directly with the passenger upon arrival.
When you’re booking for someone else—your executive, a client, a family member visiting from out of town—the driver doesn’t need to know you. They need to know who they’re picking up. That’s why passenger details matter more than booking contact information, though both are collected during the reservation process.
Quick checklist: Passenger full name (as you want it displayed on the sign), flight number, arrival airport, passenger’s reachable phone number. If details change after booking, contact dispatch to update before travel day.
Essential Information for Third-Party Bookings
You don’t need the passenger’s email, their seat number, or detailed itinerary—just the core details that ensure the driver meets the right person at the right place.
How the Driver Identifies the Passenger at the Airport
The driver arrives early and positions themselves at the arrivals/baggage claim area with a personalized sign displaying the passenger’s name. This is how airport pickups work regardless of who books the service—the sign shows the traveler’s name, not the person who made the reservation.
The passenger doesn’t need to know you booked the service. They just need to know they’re being picked up and should look for their name. Many executive assistants or hosts send a quick message: “Your driver will meet you at baggage claim with a sign displaying your name. Driver details will be texted to you before landing.”
Common Third-Party Booking Scenarios
Executive assistants booking for leadership: You have the executive’s flight details from their calendar and their mobile number. The executive receives driver details via text and sees their name on the sign upon arrival.
Hosts arranging pickup for clients or guests: Your client is flying in for meetings, and you’re organizing their ground transportation. Provide their name, flight information, and mobile number. You can specify the destination (their hotel, your office, the meeting venue). Your client arrives at the correct location without requiring coordination from you during their travel.
Family members booking for relatives visiting: Your parents are arriving at JFK, and you’re arranging their pickup. Provide their names, flight number, and their phone number. You can specify your home address as the destination. You receive booking confirmation, but all pickup coordination happens directly with the passenger once the booking is confirmed.
What to Do If You’re Missing Information
If you’re booking in advance and don’t have the flight number yet, book with the passenger name, arrival airport, and estimated arrival time, then add the flight number as soon as it’s confirmed. Real-time flight tracking requires the correct flight number before travel day.
Missing flight number: Provide the airline, origin city, and estimated arrival time. Update with the actual flight number once the traveler’s itinerary is confirmed.
Missing passenger phone number: The booking can proceed with your contact number temporarily, but the passenger’s direct number should be added before the pickup. The driver texts pickup details to the passenger, so having their reachable mobile number ensures smooth coordination.
Terminal unknown: Most airlines operate from consistent terminals, and the driver will position at the correct location based on the flight number. If the terminal changes during approach, dispatch will confirm the correct meet point by text.
Dispatch can help update your booking details as travel plans firm up. Contact dispatch at (747) 297-4857 if you need to update information or if the passenger’s plans change after the reservation is made.
Sharing Pickup Details with the Passenger
Once you book, driver details are sent to the passenger in advance by text before their flight lands. This text includes the driver’s name, phone number, and vehicle information. You don’t need to relay this information to them manually—driver details are texted directly to the passenger’s phone number provided during booking.
What you should communicate to the passenger:
- “You have a chauffeur service arranged. Look for your name on a sign at baggage claim.”
- “Driver details will be texted to your phone before you land.”
- “If you don’t see the driver immediately, their number will be in that text.”
What you don’t need to communicate:
- Specific driver name or vehicle details (they receive this via text)
- Exact baggage claim location (driver positions based on terminal)
- Your booking confirmation number (not relevant to the passenger’s pickup)
The driver coordinates directly with the passenger, which removes you from the logistics. If something unusual happens—flight diverts to a different airport, passenger misses their connection—the passenger contacts the driver or dispatch directly to coordinate.
Reserve Airport Pickup for Your Team, Clients, or Family
Booking airport transportation for someone else removes coordination stress from their arrival. The Imperial Concierge handles pickups for executives, clients, and family members with professional drivers who arrive early and provide meet and greet service at baggage claim, coordinating directly with passengers. 24/7 dispatch support ensures smooth pickups even when plans change.
Provide passenger name, flight details, and contact number—The Imperial Concierge handles the rest. Visit theimperialconcierge.com to book airport chauffeur service for your next arrival.