Coordinating airport transfers for large groups - whether for weddings, corporate events, or group trips - requires careful planning. Here's your complete guide.
Vehicle Options for Groups
8-16 Passengers: Minibuses
- Mercedes Sprinter (up to 16 passengers)
- Ford Transit (up to 15 passengers)
- VW Crafter (up to 14 passengers)
- Luggage: Usually space for 1 bag per person
17-30 Passengers: Midibuses
- Purpose-built midi coaches
- More comfort than minibuses
- Dedicated luggage compartment
- Often have microphone for guides
30+ Passengers: Full-Size Coaches
- 50-55 seat luxury coaches
- Air conditioning, toilet, WiFi
- Large underbelly luggage storage
- Entertainment systems
Planning Considerations
Gathering Point
- Designate one meeting point for the whole group
- Choose a spot that's easy to find
- Have one person responsible for headcount
- Share location via WhatsApp/Maps
Multiple Flights?
If group members arrive on different flights:
- Option 1: Multiple smaller vehicles
- Option 2: Wait for everyone (may have waiting charges)
- Option 3: First arrivals take shuttle, rest follow
Luggage Logistics
- Count total bags when booking
- Mention any oversized items
- Consider separate luggage vehicle for very large groups
Cost Savings for Groups
- Per-person cost decreases with group size
- One large vehicle often cheaper than multiple small ones
- Negotiate for round-trip bookings
- Ask about group discounts (often 10-20%)
Booking Tips
- Book early - Large vehicles book up fast
- Get written confirmation - Vehicle type, capacity, price
- Provide all flight details - Especially for multiple arrivals
- Assign a coordinator - One point of contact for the driver
- Have a backup plan - In case someone misses the pickup
Special Requirements
- Wheelchair accessibility
- Child seats
- Microphone for announcements
- WiFi for business groups
- Refreshments
Book Group Transfers
Get quotes for your group. Search now and enter your group size.
Frequently Asked Questions
How many passengers fit in a minibus?
Standard minibuses accommodate 8-16 passengers depending on the model. For more comfort or extra luggage space, book a larger vehicle.
Is it cheaper to book one large vehicle or multiple cars?
One large vehicle is almost always more cost-effective. A minibus for 12 people costs less than 3 sedans.
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D
David Park
Travel & Transportation Expert