Förare
Business travelCompany secretaries

Board Members Flying in for a Stockholm Board Meeting

Updated 3 min read

A board meeting rarely has everyone arriving on the same flight, at the same time, from the same city. As a company secretary, you're often coordinating four or five directors landing at different hours from different countries, each needing to get to the same address without you having to personally track every arrival.

This guide sets out a straightforward way to handle it: one booking per flight, each one independently tracked, each director met on their own terms, and one consistent set of receipts for the finance team afterward.

On this page
  1. Why one booking per flight, not one big group booking
  2. Flight tracking, per director
  3. Booking on behalf of directors who don't book their own travel
  4. Receipts for the board's travel budget

Why one booking per flight, not one big group booking

It's tempting to think of a board meeting as one event needing one transport arrangement, but the flights rarely align well enough to make that practical. Booking each director's transfer separately, against their own flight number, means each pickup is tracked and timed independently — a delay on one director's flight has no effect on anyone else's booking.

It also means each director gets their own driver, their own confirmed pickup, and their own set of driver details sent before pickup, rather than everyone waiting on a single vehicle's timing.

Flight tracking, per director

Each booking carries its own flight number, so each director's pickup time follows their own actual landing — a director flying in from a different time zone with a longer, less predictable journey is tracked exactly the same way as one on a short domestic hop. Nobody's transfer depends on anyone else's flight running to schedule.

Booking on behalf of directors who don't book their own travel

You can book each transfer with the director's own contact details, so their driver details — name, phone number and licence plate — go straight to them before pickup, while the receipt is still made out to the company. That way the director isn't relying on you to relay a phone number mid-journey, and the company still gets one clean receipt per trip for its own records.

Receipts for the board's travel budget

Every booking generates a receipt with the price and VAT line shown clearly, made out to the company rather than the individual director. With one booking per flight, you get one receipt per director — consistent, easy to reconcile against a board meeting's travel budget, and each one traceable to a specific trip rather than a bundled estimate.

What every Förare booking includes

The fixed price you see before booking is the price on your receipt — 6% VAT included, whole car, not per person.

  • Flight tracked — pickup follows your live arrival
  • 45 minutes free waiting, from your driver's confirmed arrival
  • No terminal fee
  • No surge pricing, ever
  • Free cancellation up to 12 hours

Questions people ask before booking

Should I book one transfer for the whole board or one per director?

One per director, matched to their own flight, is the more reliable approach — each pickup then tracks that director's actual landing independently, with no dependency on the others' flights.

Can the director receive their own driver details even though I made the booking?

Yes — enter the director's own phone number on the booking and their driver's name, phone number and licence plate are sent to them directly before pickup.

Will the receipt be made out to the company or the individual director?

Whichever you choose at booking — for a company-arranged board meeting, that's typically the company, with the VAT line shown clearly on each receipt.

What if one director's flight is delayed?

Only their booking is affected — their pickup time follows their own flight's actual landing, and every other director's transfer proceeds on its own schedule.

Can I book all the transfers at once if I have every director's flight number?

Yes — book each one as a separate booking with its own flight number, contact details and pickup, all from the same session if that's easier for you.

Book your Arlanda pickup

Enter the address and you will see the price for the whole car before anything is paid. No account needed. The company receipt is preselected for you.

  • One fixed price for the whole car, 6% VAT included, shown before you pay.
  • We follow the live arrival and move the pickup to the actual landing time.
  • Cancel free of charge more than 12 hours before pickup, refunded in full.
See your fixed priceSee the price list

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