Solutions
VIP transportation services for the clients and guests you host
When your company hosts a client, a candidate or a partner, the first and last impression is the ride. We arrange and bill it through you, so the guest never has to deal with logistics.
Updated
Illustrative imageQuick answer
VIP transportation services for business are chauffeured rides a company books and pays for on behalf of the people it hosts: clients, candidates, speakers and partners. Corporate Travel USA arranges them in your company's name through owned operations or vetted local partners confirmed per market, briefs the driver on the guest and the host, and bills your account, not the guest. Pricing is by proposal.
How it works
How client transportation service works
This is hosted transportation. Your company is the buyer, the guest is the passenger, and the booking is made on the guest's behalf. That changes what the service has to do: the guest may not know the driver, may not speak with your office, and may arrive in a city they have never visited.
We coordinate with you on what the guest needs to know before they travel: who to look for, where the driver will meet them and how to reach someone if a plan changes. The driver is briefed on the guest's name, the host company and the destination.
Service in each market is delivered by owned operations or qualified local partners, confirmed at proposal stage. For guests travelling to several cities, we coordinate each with a local operator, so one booking contact handles all of it.
This page covers individual and small-party guests. Large groups attending conferences or events are covered under group transportation pages, and official delegations under VIP delegation transportation.
VIP transportation services: where they fit
Client site visits
A client arrives for a tour or an executive briefing, met at the airport or hotel and returned afterwards.
Candidate interviews
A final-round candidate collected from the airport and taken to the office, with a ride back after the last meeting.
Guest speakers and advisors
An invited speaker or board advisor met on arrival and moved between venue and hotel with minimal fuss.
Dinners and hospitality
Guests collected from a hotel and taken to a client dinner, and then returned, on a schedule the host controls.
Partner delegations
A visiting team of several people from an overseas partner, met together and moved as a group.
What we plan for in guest transportation services
The vehicle is the easy part. These are the operational details that decide whether the program runs on time.
- 01
Pre-arrival communication
Decide who tells the guest about the pickup. We can supply wording for your message, so the guest knows what the driver will look for.
- 02
Gifting and hospitality rules
Some companies, and some regulated guests, have limits on what hospitality can be provided. Check your policy before booking, and tell us if the ride must be itemised.
- 03
Language and accessibility
Tell us about mobility needs, language preferences or luggage and we will plan the vehicle and the brief accordingly.
- 04
Billing to the host
The guest should not see a charge. Confirm that the booking is on your account and that no payment is requested from the passenger.
- 05
Return legs
Plan the departure ride when you book the arrival, so the guest is not left to arrange it.
How do you transport clients in your company name?
To transport clients in your company's name, book the ride on your corporate account, name your company as the host in the driver brief, send the guest their pickup instructions from your own team, and confirm that no payment will be requested from the passenger. Corporate Travel USA sets each of these up per booking, so the guest experiences your hospitality rather than a vendor transaction.
The details the guest sees are the ones to decide deliberately: what the name sign says, who the message about the pickup comes from, and who the guest calls if something changes. It usually works best when the guest's first contact is someone from your own company, with the driver details attached.
- Name sign: the guest's name only, or the guest's name with your company
- Pre-arrival message: sent by your team, with where to meet, what the sign says and who to contact
- Payment: billed to your account, with no card requested from the guest
- Receipts: sent to the host, not handed to the guest
- Return leg: booked at the same time as the arrival
Hosting guests with disabilities or service animals
Tell us about mobility needs, service animals or other access requirements when you book, so the right vehicle and assistance are in place before the guest arrives. US DOT rules under the ADA (49 CFR Part 37) prohibit transportation providers from discriminating against people with disabilities or charging them special fees for required accommodations, and require service animals to be allowed in vehicles.
The practical issue is supply. Wheelchair-accessible vehicles with a lift or ramp are not part of every operator's fleet, so they are sourced specifically and confirmed per market, which takes notice. The same rules require adequate time for boarding and alighting, and that time belongs in the schedule rather than being squeezed out of it.
- Whether the guest uses a wheelchair or scooter, and whether it folds
- Whether they can transfer to a vehicle seat
- Whether they will travel with a service animal
- Whether a step-free pickup point or extra boarding time would help
Vehicle categories
Vehicles for VIP transportation services
Categories, not guarantees. Availability varies by market and is confirmed in your proposal.
Executive Sedans
Typically 1-3 passengers
Chauffeured business-class sedans for individual executives and small teams on airport, meeting and city-to-city runs.
Luxury Sedans
Typically 1-3 passengers
A higher vehicle category, always chauffeured, for senior executives, board members and VIP guests where presentation matters.
Executive SUVs
Typically 1-6 passengers depending on SUV class and luggage
Chauffeured business SUVs for small teams, extra luggage and travelers who want more space.
Executive Sprinter Vans
Typically 9-14 passengers depending on configuration
Chauffeured Sprinter-class vans that keep a mid-size team together on airport runs, offsites and meeting days.
How booking VIP transportation services works
- 1
Tell us who is visiting
Guest name, arrival and departure details, destinations and any needs. Add the host contact for the day.
- 2
We confirm the plan
We confirm the operator, vehicle and meeting arrangement and draft the guest-facing instructions.
- 3
Proposal and approval
You review the proposal and approve. The driver receives the brief with host and guest details.
- 4
Host-side visibility
We keep you informed on pickup and drop-off so your team does not need to call the guest.
VIP transportation services: procurement and billing
- Bookings are billed to your company, not to the guest.
- PO and cost-centre references can be recorded for each visitor trip.
- Pricing is provided by proposal.
- Guest details are shared with the operator only as needed to deliver the ride.
VIP transportation services FAQs
Does the guest pay anything?
Not if the booking is set up that way. Confirm at booking that the ride is billed to your account, and tell the guest not to expect a payment step.
Can we book for a guest whose plans are not final?
Yes, with the details you have. Send updates as they firm up, and we confirm the final plan with the operator.
How does the guest identify the driver?
Typically by name sign or a message with the driver's details. We confirm the method with the operator for your pickup location.
Is this the same as executive chauffeur service?
Related, but the buyer differs. Here the host company arranges transportation for someone else. Executive chauffeur service is for your own leaders.
Can the guest contact the driver directly?
Yes, if you want them to. Driver details can go to the guest before arrival, or to the host only, who passes them on. Choose one route so the guest is not getting messages from two directions.
Can we host a guest who is visiting several cities?
Yes. Each city is planned with a local operator confirmed at proposal stage, and the same briefing standard and billing apply throughout, so your team has one booking contact.
Sources and references
- 49 CFR 37.5, Nondiscrimination (Transportation Services for Individuals with Disabilities), eCFR, Office of the Federal Register
- 49 CFR 37.167, Other service requirements, eCFR, Office of the Federal Register
Next step
Get a quote for this trip
Share the itinerary and we will come back with a quote. Two short steps.
We do not publish a response-time promise until it is operationally confirmed. Time-sensitive request? Say so in the notes.
Start your request
Related hosting services
- Executive Chauffeur ServiceProfessional chauffeured transportation for executives, coordinated nationwide and confirmed market by market at proposal stage.
- Corporate Airport TransfersAirport car service for business travelers: flight-tracked pickups, a clear meeting point at the terminal and a plan for delays.
- Corporate Car ServiceCorporate car service for meetings, site visits and client days, booked and billed through a company account and timed to the agenda.
- VIP Delegation TransportationProtocol-aware transportation for executive delegations and visiting dignitaries, with discreet vehicles and security coordination.
- Hotels and HospitalityGround transportation capacity for hotels and resorts: outsourced or overflow shuttle runs, group-block arrivals and guest car service.
- Billing and InvoicingBilling structures for corporate programs, including consolidated invoicing, PO numbers and cost-centre coding as options scoped in a proposal.