Start with the arrival facts
Confirm the flight number or private aviation movement, expected passengers, luggage volume, children or mobility needs, and the final destination. For private aviation, identify the handling or terminal details available from the flight team. For commercial arrivals, clarify the meeting preference and who should be the primary contact once the aircraft lands.
The vehicle plan should be based on people and luggage, not only passenger count. A party that fits into one vehicle may still require additional luggage capacity.
Connect the airport to the villa
Villa access is a dependency, not a separate booking. The arrival window, key handover, staff readiness and exact access instructions should be clear before the chauffeur leaves the airport.
If several guests arrive on different flights, decide whether the priority is individual pickups, consolidation, or keeping one vehicle available for later movements.
Protect the first hours of the stay
Avoid scheduling an inflexible reservation too close to an arrival unless the client explicitly accepts the risk. Flight delays, baggage delivery and island traffic can compress the first afternoon quickly.
When dining, yacht embarkation or another timed activity follows the arrival, those timings should be considered in the transport brief from the beginning.
What a useful arrival brief contains
A strong brief includes flight details, passenger names or count as required, luggage, destination, villa access contact, communication preference, onward reservations and any privacy or security requirements. Keeping those facts together reduces fragmented messages on arrival day.