For a group airport transfer, appoint a reachable coordinator, confirm the passenger and luggage lists, and have the number of vehicles and allocation agreed before departure. Each traveller should know their vehicle, meeting point and ready time.
Confirm the configuration before allocating passengers
Send the total passenger count and luggage inventory together. One larger vehicle may suit the group; in other cases more than one may be appropriate. Have availability for the same journey confirmed before treating a multi-vehicle arrangement as agreed.
Use our vehicle and luggage planning guide for the measurements and seating configuration. This group guide deals with who travels where and how the party stays coordinated.
Give one person the coordination role
Choose a main contact who can receive confirmations and pass on changes. If the group is split, nominate a reachable contact in each vehicle. Keep the relevant driver’s details with that contact; a coordinator does not replace the driver contact for each journey.
- Share the full address, entrance and accessible meeting point.
- Tell every passenger which vehicle to join and when to be ready with their bags.
- Allocate luggage as well as people, including bulky items and any child restraints.
- Keep children with their accompanying adults and confirm the restraint needed in each vehicle.
- For airport pickup, associate the passengers with their flights; different flights may require different pickup arrangements.
- Report a change to the relevant driver and coordinator, then tell the affected passengers.
Check each vehicle before leaving
Ask the contact in each vehicle to check their passenger and luggage list at the agreed point. Keep the information needed for the trip without unnecessarily circulating everyone’s personal details. Avoid last-minute swaps without telling the coordinator.
Several vehicles do not guarantee departures or arrivals at exactly the same moment. Each party needs its own meeting instructions, destination and contact details even when the overall journey is coordinated.
An example: a group leaving Leuven for CRL
For a group leaving a Leuven residence or campus, the coordinator can use the existing Leuven to Charleroi Airport route page to prepare the journey. Confirm the actual street and entrance, assemble the luggage inventory and allocate travellers according to the agreed vehicles.
Allow separately for gathering the group, loading, the road journey and time inside the terminal. The guides for arrival before a Brussels Airport flight and arrival before a Charleroi flight explain that distinction.
Choose the service for your airport
See our private Brussels Airport Shuttle for BRU or private Charleroi Airport Shuttle for CRL. Have the configuration and meeting arrangements confirmed for your party. After landing, follow the driver meeting instructions for the airport and terminal.
Your group checklist
Before travel, confirm the final people and bags, number of vehicles, passenger and luggage allocation, child-restraint needs, coordinator and vehicle contacts, accessible pickup points, flights and timing. Make sure everyone knows whom to contact if something changes.
Planning guidance checked on 18 October 2026. Vehicle availability and the arrangements for your particular group need confirmation.