Booking Cars for a Large Event Group

Each car is its own booking, with its own pickup time, route and price — that's true whether it's two cars or twenty. What makes it manageable at volume is consistency: the same lead contact across all of them where that makes sense, the same notes format for each, and flight numbers added wherever they apply so every car's pickup follows its own passengers' actual arrival.

If you're organising enough cars that booking each one individually through the website becomes impractical, contact support directly — describe the event, the rough number of cars and the dates, and we'll talk through the most practical way to get them all booked and confirmed together rather than you doing it one form at a time.

Each booking generates its own receipt with the VAT line, made out to whichever name and email is on it. For an event where one company is covering the cost, use the same company details consistently across every booking so the receipts arrive in a form that's easy to reconcile afterwards — see the guide on corporate invoice vs receipt for what that receipt actually contains.

• Give each car's lead passenger the driver details for their specific car, not a shared set that could cause confusion
• Add flight numbers to every arrival leg individually — tracking one flight number doesn't cover a whole group
• Use the notes field on each booking for anything specific to that car: who the lead passenger is, a particular pickup point, a luggage note

If the event has a fixed start time — a ceremony, a keynote, a scheduled session — build in more margin than you would for an ordinary trip, since a delegation of cars arriving together only works smoothly if every car has enough buffer for its own route and any traffic on the day. Coordinating pickup times against the event's actual schedule, not just against each other, tends to matter more than people expect once the day arrives.