How to Book a Transfer for a VIP Guest, Visiting VIP or Family Member: The EA and PA Guide
Save $50 on Your First Ride with Cars On Demand.
Simon Kalipciyan, 13 October 2026
Quick answer: To book a transfer for a VIP guest, a visiting VIP or a family member, book it from your own Cars on Demand account and enter the passenger's name, their mobile number (with country code if they are flying in from overseas) and their flight number. Your guest is met by name in arrivals, you can follow the car on a live tracking link, and the tax invoice comes to you. Add a driver delay if your guest will be a while at baggage or customs: their free waiting time then starts when the chauffeur arrives, not when the plane lands. Get an instant quote.
Executive Assistants and Personal Assistants book more guest transfers than almost anyone. One week it is a visiting CEO from Singapore. The next it is a board member flying in from Perth, a keynote speaker, a client's partner, or your manager's elderly mother landing at Sydney Domestic after a visit to family.
The traveller changes. The standard should not. At Cars on Demand, everyone is treated like a visiting global CEO, whether they are the chair of an ASX-listed company or a nine-year-old flying to see their grandparents with mum. The same flight tracking, the same meet and greet and the same professional chauffeur, every time.
This guide shows exactly how to book a transfer for someone else, what to put in the booking, and how the driver delay feature can save you money on every airport pickup.
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How Do I Book a Transfer for a VIP Guest?
Book the transfer from your own account, then enter the guest as the passenger. You stay in control of the booking, the tracking and the invoice, and your guest only has to look for their name in arrivals.
- Register once. Create a Cars on Demand account online or in the app. The same account works in every city we cover.
- Get your fixed price. Use the instant quote to see the fare for the pickup, destination and vehicle before you book.
- Enter the guest as the passenger. Their name as it should appear on the sign, and their mobile number. For overseas guests, include the country code, for example +1, +44 or +65.
- Add the flight number. This lets us track the flight live and move the pickup if it lands early or late.
- Set a driver delay if needed. More on this below. It is the single easiest way to avoid waiting charges.
- Choose a vehicle for the luggage, not just the passengers. Browse our fleet or use the table further down.
- Add notes for the chauffeur. Preferred name, company sign, a quiet ride, child seats, a hotel check-in instruction or a building entrance.
- Confirm and share. Send your guest the airport meeting point for their terminal so they know where to look.
What to Enter When Booking for Someone Else
| Booking field | What to enter | Why it matters |
|---|---|---|
| Passenger name | The guest's name as it should appear on the name sign | Your guest finds their chauffeur in seconds in a busy arrivals hall |
| Passenger mobile | The guest's own number, with country code for overseas visitors | The chauffeur can reach the person who is actually travelling |
| Flight number | Airline and flight number, not just the landing time | Live flight tracking moves the pickup automatically |
| Driver delay | Minutes after touchdown you want the chauffeur to arrive | Free waiting time starts when the chauffeur arrives |
| Vehicle | Sedan, SUV or people mover based on bags and passengers | Nobody arrives to find the suitcases will not fit |
| Notes | Sign wording, child seats, accessibility needs, entrance details | The chauffeur knows the details before the guest lands |
How to Book a Transfer for a Visiting VIP
A visiting VIP needs three things from their transfer: certainty, discretion and no surprises. A pre-booked chauffeur who is already tracking the flight delivers all three before the guest has cleared customs.
Whether it is a global CEO, an investor, a board member or a speaker, a visiting VIP judges your organisation from the moment they walk into arrivals. Here is what happens when you book through Cars on Demand:
- Flight tracked automatically. Our airport transfer technology runs on RideMinder, powered by Cirium aviation data. Early or late, the pickup moves with the flight.
- Met by name inside the terminal. The chauffeur waits with a name sign and handles the luggage.
- Live tracking for you. You can follow the vehicle on a tracking link even though you are not the passenger, so there is no need to ring the driver.
- Privacy built in. Phone numbers between passengers and chauffeurs are masked, and every chauffeur completes biometric identity verification through Sumsub when they join our network.
- A real team on call. Our Australian support line is 1300 638 258, 24/7.
Booking for an international guest? Read our guide to booking a limo in Australia from overseas, and if they land at Sydney International, our Sydney Airport T1 pick up points guide explains Exit A and Exit B. For a multi-meeting day, hourly as-directed chauffeur hire keeps the same chauffeur with your VIP from the airport to the boardroom and back.
How to Book a Transfer for a Family Member
Booking a transfer for a family member works exactly the same way as booking for a VIP. You book it, they are met by name, and you can watch them travel home on the tracking link.
A lot of EAs and PAs know this side of the job well. The executive's children flying home from boarding school. A partner arriving on a late flight while the boss is still in a meeting. Parents visiting from interstate. And plenty of our customers simply book for their own family: an elderly parent who should not be juggling bags at a taxi rank, or a teenager flying solo for the first time.
- Elderly parents and grandparents: add a note asking the chauffeur to help with bags, and choose an SUV for an easier step in.
- Children and families: request child seats when you book, and choose an SUV or people mover for prams and car seats.
- Late-night arrivals: no waiting at a rank or a rideshare zone. The car is booked, the price is fixed and you can see where it is.
- Longer trips home: collecting someone from the airport and taking them to the Central Coast, the Blue Mountains or the Gold Coast hinterland? Journeys over 90km receive 10% off.
Collecting them yourself instead? Our friendly guide to Sydney Airport arrivals walks through parking and pickup zones at each terminal.
How the Driver Delay Feature Saves You Money
Driver delay lets you tell us how many minutes after touchdown you want the chauffeur to arrive. Your guest's free courtesy waiting time starts when the chauffeur arrives, so the delay adds to the free time instead of using it up while your guest is still at the baggage carousel.
This is where EAs and PAs save real money on guest transfers. Without a delay, the chauffeur arrives at the landing time and the waiting clock starts, even if your guest is still in the customs queue. With a delay, the chauffeur arrives closer to when your guest is actually ready.
| Pickup type | Free courtesy waiting time (from chauffeur arrival) |
|---|---|
| Domestic flights | 30 minutes |
| International flights | 60 minutes |
How to Add a Driver Delay
- Add the guest's flight when you choose the pickup date and time. The landing time and terminal are shown.
- Enter the number of minutes in the Delay driver arrival by field.
- Check the updated driver arrival time on screen, then confirm the booking.
Driver Delay Examples
- Domestic guest with checked bags: a 20 minute delay plus 30 minutes of free waiting gives your guest 50 minutes from touchdown before any waiting time charges apply.
- International VIP: a 30 minute delay plus 60 minutes of free waiting gives 90 minutes from touchdown to clear immigration, collect bags and pass biosecurity.
- Carry-on only, domestic: you may not need a delay at all. Your guest walks straight out to the chauffeur.
Why It Saves You Money
- Fewer waiting charges. The delay sits on top of the 30 or 60 minutes of free courtesy waiting time.
- Less time on airport grounds. Airports charge chauffeured vehicles by the time they spend on site, and those fees are passed through at cost on your invoice. A chauffeur who arrives when your guest is ready spends less time in the higher fee bands. We explain the charges in our guide to what Sydney Airport charges for pickups.
- Fewer surprises at month end. When you book transfers for a whole team or a stream of visiting guests, small waiting charges add up. A driver delay keeps them off the invoice.
Driver delay is only available from chauffeur and limousine companies that run on RideMinder, the dispatch platform behind Cars on Demand. Read our full RideMinder review to see how it works behind the scenes.
Guest Transfer Options Compared
Every option below gets your guest out of the airport. The difference is who carries the risk when the flight is late, the bags are slow or the guest has never been to the city before.
| Option | Flight delays | Arrival experience | Visibility for you | Billing |
|---|---|---|---|---|
| Guest takes a taxi or rideshare | Guest books after landing, then waits for a match or the rank | Walk to the rank or pickup zone with luggage | None unless the guest shares their trip | Guest pays and claims it back |
| You collect them yourself | You wait, park and watch the arrivals board | Personal, but you lose half a day | You are the driver | Fuel, tolls and airport parking |
| Cars on Demand chauffeur booked in the guest's nameRECOMMENDED | Flight tracked, pickup time updates automatically | Met by name in arrivals, bags handled | Live tracking link, even when you are not the passenger | Fixed price confirmed at booking, tax invoice to you |
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Choosing the Right Vehicle for Your Guest
| Your guest | Recommended vehicle | Why it works |
|---|---|---|
| Solo VIP or executive | Executive or premium sedan | Quiet, private cabin to take calls or rest |
| Couple or VIP with large cases | SUV | Room for international luggage and an easier step in |
| Family with children | SUV or people mover, with child seats requested | Space for prams, car seats and everyone together |
| Delegation or group of 5 to 7 | People mover | One vehicle, one fixed price, everyone arrives together |
| Larger delegations | Minibus or coordinated cars | Staggered pickups on one account and one invoice |
Why EAs and PAs Book Guest Transfers With Cars on Demand
More than 5,000 Executive Assistants book with Cars on Demand because one account handles every traveller they look after, in every major Australian city, with one consolidated tax invoice.
- One login, many travellers. Book your executive, their visiting guests and their family on the same account, each with their own bookings.
- Clean invoicing. Tolls and airport parking are itemised on the tax invoice, which makes reconciliation simple.
- Everyone treated like a VIP. The board chair and the boss's daughter get the same chauffeur standard, the same flight tracking and the same meet and greet.
- Trusted since 1990. A 99.99% on-time record and around 1,500 professional drivers nationwide.
See how the Executive Assistant booking experience works, and read why CEOs choose Cars on Demand.
Book a Guest Transfer in Any Major Australian City
The same account, the same standard and the same driver delay feature apply wherever your guest lands.
Sydney
T1 International and the domestic terminals, plus our Sydney Airport limo service. Guests landing at the new Western Sydney International Airport are covered by our WSI airport transfers.
Melbourne
Guest transfers from Melbourne Airport to the CBD, Southbank, the convention precinct and beyond.
Brisbane
Visiting VIPs and family arrivals at the domestic and international terminals.
Perth
Long-haul and interstate arrivals, where a driver delay helps after a long flight.
Adelaide
One terminal for domestic and international guests, with meet and greet included.
Canberra
Government, diplomatic and corporate guests arriving for same-day meetings.
Gold Coast and Sunshine Coast
Family holidays and incentive trips, plus Sunshine Coast transfers.
Cairns and Darwin
Tropical arrivals in Cairns and Darwin airport transfers for guests flying into the Top End.
Guest Transfer FAQs
How do I book a transfer for a VIP guest?
Book from your own Cars on Demand account and enter the guest as the passenger, with their name, mobile number and flight number. The chauffeur meets them by name in arrivals, and you can follow the car on a live tracking link.
Can I book a transfer for someone else and still track it?
Yes. The booker can follow the vehicle through the app or a tracking link, even when they are not the passenger, so you know the car is in position without calling the chauffeur.
How do I book a transfer for a family member arriving at the airport?
The same way as any guest transfer. Enter their name, mobile number and flight number, add notes such as help with bags or child seats, and choose a vehicle that fits their luggage.
What is a driver delay?
A driver delay tells the chauffeur to arrive a set number of minutes after the flight lands. Free courtesy waiting time, 30 minutes for domestic and 60 minutes for international flights, starts when the chauffeur arrives, so the delay adds to the free time.
How does a driver delay save money?
It reduces the chance of waiting time charges and keeps the chauffeur on airport grounds for less time, which matters because airports charge chauffeured vehicles by time on site and those fees are passed through on your invoice.
Who receives the invoice when I book for a guest?
The account holder who made the booking. Tolls and airport parking are itemised on the tax invoice.
How much does a VIP guest transfer cost?
It depends on the city, distance and vehicle. Every Cars on Demand booking has a fixed price confirmed at booking, and journeys over 90km receive 10% off. Use the instant quote to see the exact price.
Every Guest Deserves a Global CEO Arrival
EAs and PAs are judged on the parts of the day nobody sees. A guest transfer that runs perfectly is invisible. One that goes wrong becomes the story. Book the car in your guest's name, add the flight, set a sensible driver delay and let us take it from there.
Get an instant quote or register online or download our app to book. Questions? Call 1300 638 258, 24/7, or email admin@carsondemand.com.au.
Related reading: Client transport etiquette for visiting guests | Private transport for board members and VIP guests | Why an on-time VIP limo service matters | Best executive car service in Sydney | All Cars on Demand blog posts
Free courtesy waiting times and the driver delay feature are current at the time of writing, 13 October 2026, and may change. Check your booking screen for the details that apply to your trip.
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