Event Organisers Paying for Speakers' Airport Rides

Enter the speaker's phone number when you book, not your own — that's what sends their driver details directly to them before pickup, so they know exactly who's meeting them and how to reach the driver, without needing to relay anything through you mid-journey. You still control the booking and the payment; only the driver details go to the speaker.

Choose the company receipt option and enter your organisation's details — the receipt generated afterward is made out to the event, with the price and VAT line shown clearly. Booking each speaker's transfer as its own booking naturally produces one clean receipt per speaker, which tends to be far easier to reconcile against a speaker-by-speaker event budget than a single bundled figure.

Give us the speaker's flight number and their pickup follows their actual landing automatically — useful in particular for a first-time visitor who might take longer through an unfamiliar passport control or baggage claim than a frequent traveller would. The free waiting window absorbs that without anyone needing to manage it in real time.

If you're also arranging the speaker's departure transfer after the event, book it the same way — their own contact details, your organisation's receipt — and set it against their outbound flight time so it's ready without needing a reminder once the event itself is over and your attention has moved on.

This is worth doing at the same time as the arrival booking rather than leaving it for later in the event's run-up, when there's usually less time to spare for logistics that aren't the programme itself.