Start with the appointments that cannot move

List meeting addresses, required arrival times and expected end times in sequence. Add the correct entrance, reception details and a contact at each venue. A street address is not always enough to identify a permitted stopping point.

Work backwards from fixed commitments and allow room for traffic, loading and walking into the building. This is a planning approach, not a guaranteed journey-time calculation.

Separate arranger and traveller

Name the person authorised to change the itinerary and provide a reachable contact for the travelling passenger. Explain whether the group stays together all day or whether people join and leave at different stops.

Include luggage and equipment that will remain in the vehicle. Ask for the appropriate hourly or transfer arrangement rather than assuming a vehicle stays available between separately booked legs.

Give changes a clear route

Number the movements and keep a single current itinerary. When a meeting moves, identify the affected leg, revised time and downstream consequences so the desk can check availability.

Extensions, extra stops, parking and overtime depend on the accepted quotation. Agree who can approve additional cost before the day begins.

Agree the account details

Provide the legal billing name, purchase-order or cost-centre requirements and desired invoice breakdown during the account enquiry. Billing terms are agreed with the PRT desk; a monthly account is not opened automatically by submitting the form.

Before the trip, share the confirmed itinerary and contact instructions with the traveller. Keep confidential meeting agendas and client data out of transport notes unless essential to arranging the journey.