Send the event name and date, venue, required arrival time, pickup address, passenger count and return plans. For the return journey, agree a usable meeting point and what happens if the event runs late. A venue postcode alone is not a complete collection plan.
Start with the time you need to be inside
Tell the operator when you need to reach your seat, table or reception, rather than simply quoting the time printed on the ticket. Include any hospitality check in, security checks or meeting before the main event. Ask the operator to propose a departure time that accounts for the route and arrival arrangements. No road journey can promise an exact traffic condition.
For a business event, nominate one person who can approve timing changes. For a wedding or private celebration, distinguish the ceremony, reception and final departure. These are planning suggestions, rather than a fixed timetable or a promise about journey length.
Agree the entrance and collection point
Send the entrance name, hospitality suite or access information supplied by the organiser. A chauffeur booking does not itself grant access to a restricted entrance. Ask where the vehicle can legally stop and whether the return meeting point is different from the arrival point.
For example, The O2 travel guide currently identifies Car Park 1 as its free drop off and pickup point and advises allowing extra time around major events. Check the venue guidance again for your particular visit rather than assuming collection will be outside the arena doors.
Wembley Stadium describes itself as a public transport destination. Its general travel page is a starting point, not confirmation of vehicle access for your booking. Share any event specific arrival instructions with the operator and agree a practical collection location.
Describe the passengers and everything travelling with them
Confirm the total passenger count and any luggage, presentation equipment or bulky items. Mention access needs and any child seat requirements at the enquiry stage so suitable arrangements can be discussed. Do not assume that a vehicle photograph confirms its capacity or a particular seating configuration.
If guests leave for different addresses, list each destination and ask for the stops to be included in the written itinerary. See our vehicle information and guide to understanding a chauffeur quote before comparing options.
Make the return journey a separate conversation
Give an expected finish time, but explain if it is uncertain. Ask whether the booking covers a single collection, an agreed waiting period or a longer period of vehicle availability. Check how waiting, additional stops, parking and itinerary changes would affect the quoted price. These details need agreement for the actual booking.
Save the agreed contact method before the event. A useful return plan identifies the meeting point, the person making contact and the action to take if the group is delayed. Avoid relying only on a message sent after everyone has already left the venue.
Confirm the booking through the operator
Transport for London says private hire vehicles must be booked in advance through a licensed private hire operator. Arrange the journey before travelling and ask for the itinerary and price to be confirmed in writing. An initial enquiry should not be treated as confirmation.
Luxury chauffeur travel remains the main service. If you also want optional close protection, mention it separately when discussing your plans. Read our close protection booking guide for the questions to ask.
A message you can use for your enquiry
Please quote for travel to [event] at [venue] on [date]. Pickup is [address] for [number] passengers, with [luggage or equipment]. We need to be at [entrance] by [time]. Our expected return is [time] to [destination]. Please confirm the proposed meeting point, what the price includes and the arrangements if the finish time changes.
Sources
Official sources checked on 1 November 2026. Check the venue and event instructions again before travelling.