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Pickup Instructions

GENERAL GUIDELINES: Our goal is to meet every passenger and group promptly and efficiently. Clients and passengers can usually obtain the name and cell phone number of their chauffeur or bus captain by calling our office within 24 hours of the pickup.  We request all clients provide a cell phone number for the lead passenger as well as an emergency backup number. We will automatically meet our passengers with a name-board sign at airports, hotels and other large venues. Vehicles for larger groups will always have a name-board in the window on the passenger side. The sign will have the passenger’s first initial & last name or the group name. Separate pickup instructions may be substituted for any trip, but may incur additional charges.  

(For Celebrity & Public Figure procedures, please scroll to the bottom of this page)


Hourly Charters & Airport Departures

▪Sedans, SUV’s or Vans

7:30AM TO MIDNIGHT

DEFAULT OPTION:  If no other instructions are given, we will be waiting in front of the building, inside the vehicle.  If the passenger has not appeared at the appointed time, we will call the passenger or client phone listed in the reservation.  If there is no answer we will leave a message.  We will wait 3 more minutes and call each of our contact numbers.  If we have not yet heard from the passenger or client, we will call each of our contact numbers every 5 minutes until 30 minutes after the appointed pickup time.  If we have not been able to contact the passenger after 30 minutes, we will assume the passenger is not coming and any “NO SHOW” charges will apply.

°OPTION TWO – NO CALLS:  We will be waiting in front of the building, inside the vehicle.  If we have had no contact by the passenger after 30 minutes from the appointed pickup time, we will assume the passenger is not coming and any “NO SHOW” charges will apply.

°OPTION THREE - AUTHORIZED WAIT – ONE CALL: We will be waiting in front of the building, inside the vehicle.  If we have not heard from the passenger or client by 2 hours after the appointed time, we will call each of the contact numbers starting with the client and leave a message.   After 4 hours, we will call each of the contact numbers again, starting with the client.  If we have not been able to make contact, we will assume the passenger is not coming and any “NO SHOW” charges will apply.

MIDNIGHT TO 7:30AM

DEFAULT OPTION:  If no other instructions are given, we will be waiting in front of the building, inside the vehicle.  If the passenger has not appeared by 10 minutes after the appointed time, we will call the passenger or client phone listed in the reservation.  If there is no answer we will leave a message.  We will wait 10 more minutes and call each of our contact numbers.  At 30 minutes after the appointed pickup time, we will call each contact number again and if we have not been able to make contact, we will assume the passenger is not coming and any “NO SHOW” charges will apply.

°OPTION TWO – NO CALLS:  We will be waiting in front of the building, inside the vehicle.  If we have had no contact by the passenger after 30 minutes from the appointed pickup time, we will assume the passenger is not coming and any “NO SHOW” charges will apply.

°OPTION THREE - AUTHORIZED WAIT – ONE CALL:  We will be waiting in front of the building, inside the vehicle. If we have not heard from the passenger or client by 2 hours after the appointed time, we will call each of the contact numbers starting with the client and leave a message.  After 4 hours, we will call each of the contact numbers again, starting with the client.  If we have not been able to make contact, we will assume the passenger is not coming and any “NO SHOW” charges will apply.

▪Limousines,  Minibuses or Buses

If no other instructions are given, we will park as close to the entrance door as safely possible, exit the vehicle and announce our arrival at the door or reception area.  In many locations, we cannot leave the vehicle.  If that is the case and if the passenger has not appeared at the appointed time, we will call the passenger or client phone number listed in the reservation.  If there is no answer we will leave a message.  We will wait 3 more minutes and call each of our contact numbers.  If we have not yet heard from the passenger or client, we will call each of our contact numbers every 10 minutes until 1 hour after the appointed time.   If we have not been able to contact the passenger after 1 hour we will assume the passenger is not coming and any “NO SHOW” charges will apply.


Commercial Airport Arrivals (Other than FBO, Private & Executive Airports):

(For FBO, Private and Executive Airport  procedures, please scroll to the bottom of this page)

▪Sedans and SUV’s

DEFAULT OPTION:  If no other instructions are given, we will be OUTSIDE WAITING and will pull up curbside when the passenger calls the chauffeur or office.  If we have not heard from the passenger within 15 minutes of the actual flight arrival, we will call the passenger and client phone as listed in the reservation.  If there is no answer we will leave a message.   We will wait 3 more minutes and call each of our contact numbers.  If we have not yet heard from the passenger or client, we will call each of our contact numbers every 5 minutes until 30 minutes after the appointed pickup time.  If we have not been able to contact the passenger after 30 minutes, we will assume the passenger is not coming and any “NO SHOW” charges will apply.

°OPTION TWO: – INSIDE MEET AT BAGGAGE CLAIM: We will be waiting at the designated passenger meeting area shown below for each airport.   If we have not located the passenger within 15 minutes of the actual flight arrival, we will call the passenger and client phone numbers as listed in the reservation.  If we have not yet heard from the passenger or client, we will call each of our contact numbers every 5 minutes until 30 minutes after actual flight arrival - then we will assume the passengers are not coming and any “NO SHOW” charges will apply.

°OPTION THREE: – INTERNATIONAL ARRIVALS ($35.00 EXTRA):  DUE TO DELAYED CUSTOMS CLEARANCE TIMES WE CHARGE $35.00 FOR THE FIRST 60 MINUTES OF WAITING TIME AND OUR REGULAR HOURLY RATE THEREAFTER.  PASSENGERS MAY AVOID THESE CHARGES AND CHOOSE TO THE DEFAULT OPTION ABOVE IF THE PICKUP IS SCHEDULED AT LEAST TWO HOURS AFTER THE FLIGHTS ACTUAL (NOT SCHEDULED) ARRIVAL, OTHERWISE:  We will be waiting at the designated passenger meeting area shown below for each airport.   If we have not located the passenger within 30 minutes of the actual flight arrival, we will call the passenger and client phone numbers as listed in the reservation.  If there is no answer we will leave a message.   If we have not heard from the passenger or client, we will call each of our contact numbers every 10 minutes until 60 minutes after the appointed pickup time.  If we have not been able to contact the passenger after 60 minutes, we will begin waiting time charges.  We will wait a combined total of 3 HOURS after the flights actual arrival and; if we have not heard from the passenger or client, we will assume the passenger is not coming and any “NO SHOW” charges will apply.

 

∙Baltimore Washington Airport (BWI) (Terminal Map) (Airport Notices)

Outside – Meet curbside on the baggage claim level under the sign of the appropriate airline.

Inside   – Meet at baggage claim carousel listed for the passenger’s flight number.

International– Meet in the international arrivals meeting area outside of customs.


∙Charlottesville Airport (CHO) (Terminal Map) (Airport Notices)

Outside -  Meet curbside at baggage claim.

Inside   – Meet at baggage claim carousel listed for the passenger’s flight number.

 

∙Newport News / Williamsburg Airport (PHF) (Terminal Map) (Airport Notices)

Outside – Meet curbside, outside the center door, in the third lane over.

Inside   – Meet at baggage claim carousel listed for the passenger’s flight number.

 

∙Norfolk Airport (ORF) (Terminal Map) (Airport Notices)

Outside – Meet curbside at baggage claim 

Inside   – Meet at the bottom of the escalator on the baggage claim level.

 

∙Richmond Airport (RIC) (Terminal Map) (Airport Notices)

Outside – Meet curbside on the baggage claim level under the sign that says “Limousines & Shuttles”.

  Note:  The following list shows the appropriate limos and shuttles area for each airline:

    Concourse A (North Side)          Concourse B (South Side)

          Air Canada                               Continental

          Air Tran (Southwest)                 Delta

          American                                 Jet Blue

          US Airways                              United

Inside – Meet at baggage claim carousel listed for the passenger’s flight number.

 

∙Roanoke Airport (ROA) (Terminal Map) (Airport Notices)            

Outside – Meet curbside at baggage claim

Inside    – Meet at baggage claim carousel listed for the passenger’s flight number.

 

∙Washington Dulles Airport (IAD) (Terminal Map) (Airport Notices)

 Outside – Not available.

 Inside   – Meet at baggage claim carousel listed for the passenger’s flight number.

International– Meet in the international arrivals meeting area outside of customs.

 

∙Washington National Reagan Airport (DCA) (Terminal Map) (Airport Notices)

Outside – Meet curbside on the baggage claim level under the sign of the appropriate airline.

Inside    – Meet at baggage claim carousel listed for the passenger’s flight number.

International– Meet in the international arrivals meeting area outside of customs.

 

▪Limousines, Vans, Minibuses or Buses

If no other instructions are given, we will park in the oversized vehicle lot and wait for the passengers to call after they have collected their belongings and are prepared to move to the designated oversized vehicle pickup point on the curb.  If we have not heard from the passenger within 15 minutes of the actual flight arrival, we will call the passenger and client phone as listed in the reservation.  If there is no answer we will leave a message.   We will wait 3 more minutes and call each of our contact numbers.  If we have not yet heard from the passenger or client, we will call each of our contact numbers every 5 minutes until 30 minutes after the appointed pickup time.  If we have not been able to contact the passenger after 30 minutes, we will assume the passenger is not coming and any “NO SHOW” charges will apply.


FBO, Private and Executive Airports (Flat rates not available)

If no other instructions are given, we will always request a TARMAC MEETIf that is impossible, we will be waiting inside the lounge/baggage claim area.  We will be onsite at least 15 minutes prior to the scheduled arrival of the plane and will attempt to check progress of the flight. If we have not located the flight within 30 minutes of the scheduled arrival, we will call the passenger and client phone numbers as listed in the reservation.  If we have not yet heard from the passenger or client, we will call each of our contact numbers every 10 minutes until 90 minutes after scheduled flight arrival – then we will assume the passengers are not coming and any “NO SHOW” charges will apply.


Celebrity & Public Figure Special Arrival Procedures:

When meeting a celebrity or well-known, high-profile public figure, a computer printed name-board sign will be used unless the chauffeur and passenger know each other.  Alternative wording for the sign (A/K/A or Last Name Only) may be provided by the client.  The chauffeur will be at the baggage claim carousel assigned to the passengers’ flight number.  Please thoroughly review the local pickup procedures when working with reservations at airports the passenger may not be familiar with.

An additional Meet & Greet ($25 per hour/$50 minimum) can also be arranged which might include a greeter permitted past security to meet the passenger or an additional person meeting the passenger to assist with bags or to walk the passenger to the waiting vehicle and chauffeur.   In reverse, a separate greeter for outbound passengers might be able to pre-issue a boarding pass and luggage tags if furnished with enough ticketing information to access these through the airlines. Meet & Greet ($25 per hour/$50 minimum)

 
 
 
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