Start with the handover, not the airport.
The practical arrival brief should identify who controls access to the property, when access is available and who can resolve an issue if the arrival time changes.
That information should sit beside the guest arrival details rather than in a separate supplier thread. The handover is part of the journey.
Match luggage to the vehicle plan.
Passenger count alone does not define the transport requirement. Luggage, equipment, child seats and separate guest arrivals can change the number or type of vehicles needed.
Clarifying the load before confirmation reduces unnecessary changes at the airport or villa gate.
Plan the first two hours.
The first hours often contain several small dependencies: access, luggage placement, groceries or refreshments, staff introductions, room allocation and the next confirmed movement.
A simple sequence keeps the client out of operational conversations and gives the on-island team one clear order of priorities.
Keep the plan flexible.
Flight times, baggage delivery and guest movements can change. The useful brief is one that makes clear which elements are fixed and which can move if the arrival shifts.
When the dependencies are visible, the affected services can be reviewed without rebuilding the whole stay.
An executive assistant's checklist for an Ibiza villa stay.
When arranging a villa stay for a principal or family, keep the property, arrivals and first reservations in one current brief. Start with these details so the local team can check the dependencies before services are confirmed.
- Stay dates and guest requirements. Confirm the local check-in and check-out dates, overnight guest count and any separate arrivals. Flag practical requirements such as child seats or step-free access where relevant to the requested service.
- Property access and handover. Confirm the agreed access time, the person meeting the guests and the contact who can resolve a delayed arrival. If the villa is already booked, share the confirmed location privately with the team coordinating the arrival. Keep the written property terms with the booking record.
- Flight times, luggage and vehicles. Share flight details, passenger count, luggage volume and the onward destination when requesting chauffeur coordination. For travel from the United States, use the Ibiza arrival date and local time shown on the itinerary; an overnight flight may arrive on a different calendar date from departure.
- Villa readiness and staffing. List the first meal, provisioning and any private chef or villa-staffing requirements. Check guest numbers, service hours, duties, shopping and additional charges in the written scope. Treat requested extras separately from services already included in the property booking.
- The first confirmed plans. Put dining, yacht departures and the next transport movement beside the villa handover time. Keep the first day realistic and identify which reservations can move if the arrival changes. Availability and applicable supplier terms still need confirmation for each request.
- Approval and communication. Name the person who may approve requests or extra costs, the preferred channel and the reply time zone. Agree whether communication stays through the assistant or includes the principal. Share only the details each supplier needs for the agreed service.
- Changes and the final handover. Keep one latest itinerary with requests marked as pending or confirmed. If flight timing, guest numbers or access changes, review the affected vehicles, property handover, staffing and reservations together. Agree who receives the updated version.
A useful first message: stay dates; accommodation area; guests and separate arrivals; confirmed flight times; required services; first priorities; reply time zone; and the person approving requests. Identity documents and bank details are not needed in that initial enquiry.
Use the checklist to prepare the brief, then explore private villa coordination or support for principals and their representatives for the relevant service.