Create one movement plan
List the reporting time, pickup points, destinations, planned stops and return schedule in one place. A shared plan helps the group and the transport team work from the same information.
Choose a coordinator
Nominate one person who can confirm changes and communicate with the driver or operations contact. For larger movements, include a backup contact too.
Review capacity and timing
Confirm passengers, luggage, vehicle count and any access restrictions. Add practical time for boarding, meal stops and group coordination rather than planning only around driving time.
