An executive roadshow can involve an airport arrival, meetings at several offices and a final hotel or airport drop-off. The transport plan should support the meetings rather than force the team to reorganise them around separate rides. A clear itinerary lets the chauffeur coordinator check travel time, access points, waiting periods and the vehicle category before giving you a quotation.
Put the meetings in a practical order
List every stop with its full address, building entrance, contact person and intended arrival time. “DIFC office” or “Business Bay meeting” is not precise enough when a tower has several vehicle entrances. Include the expected meeting duration and indicate whether any appointments can move. The team can then review the order and suggest a workable pickup schedule.
If a meeting may extend, allow a sensible margin before the next appointment. Travel time depends on the route, traffic and building access, so treat an itinerary as a plan to confirm rather than a guaranteed minute-by-minute schedule. Share updated times promptly if a meeting changes.
Decide who travels together
State how many executives travel on each leg, whether anyone joins or leaves the vehicle mid-day, and how much luggage or equipment they carry. An executive sedan may be appropriate for a small party; a Mercedes V-Class category may suit a larger group. Exact seating, luggage space and the assigned model must be checked before confirmation.
For simultaneous meetings, one vehicle cannot serve two locations at the same time. Share the split schedule so the team can quote more than one vehicle or a coordinated group movement if needed. Include the name and WhatsApp number of the person authorised to make itinerary changes during the day.
Choose the right service period
A multi-stop roadshow usually needs a vehicle available between meetings. ECS Dubai offers hourly chauffeur service subject to a five-hour minimum, and full-day service for a longer itinerary. Confirm the included duration and route, plus any extra-hour, parking, toll or waiting terms in the written quotation. If the plan is one pickup and one drop-off, request a direct transfer quote instead.
If the roadshow continues to Abu Dhabi or Ras Al Khaimah, provide the intercity route and the planned return. Do not assume that a Dubai-only hourly quotation also covers a different city or a late return.
Prepare airport and private aviation arrivals separately
For an airport pickup, provide the flight number, arrival airport and terminal, traveller contact and luggage details. A private aviation arrival needs its operator or facility name and the instructions provided to the passenger. Add enough time for the guest to complete arrival formalities before the first meeting. Our airport pickup planning guide has a more detailed arrival checklist.
Tell the team whether the last stop is the airport, hotel, a dinner venue or another meeting. The final drop-off affects the route and service period. If you expect the chauffeur to remain on standby after the final meeting, say so at the quotation stage.
Send one complete itinerary
- Date, passenger count and the lead traveller’s contact details.
- Each address, meeting time, building entrance and expected duration.
- Flight information, luggage and any passenger changes during the day.
- Preferred vehicle category, extra vehicles and special requests.
- Final drop-off, possible schedule changes and a coordination contact.
Send the roadshow request through the ECS Dubai booking form and place the stop sequence in the notes. The reservation team will review availability and provide the applicable vehicle, service period and final quotation before the journey is confirmed.