A movement plan makes those requirements visible before a vehicle allocation or price is agreed. It is a list of transport needs, not a confirmed operating timetable.
Give every journey its own row
Use a stable movement identifier, such as M01, and record origin, destination, passenger count and the time that matters. Separate a flight arrival from the next morning's hotel departure, even if the passengers are the same.
Distinguish a required arrival from a requested departure. If a conference begins at a fixed time, mark the arrival deadline. The departure time then needs a route-specific review that includes boarding and access. Do not invent a driving duration to make the table look complete.
A hypothetical 48-delegate example
The following example is an editorial illustration, not a Silverhound customer case or a promise that one vehicle can perform every movement. It assumes 24 people at each of two hotels and all 48 returning after the conference.
| ID | Movement | Passengers | Timing to specify | Other requirements |
|---|---|---|---|---|
| M01 | Hotel A to conference entrance | 24 | Required arrival before the opening session | Hotel address, boarding point and contact |
| M02 | Hotel B to the same entrance | 24 | Same arrival requirement as M01 | Separate hotel address and boarding contact |
| M03 | Conference to Hotel A | 24 | Requested departure after the programme | Confirm the event boarding location |
| M04 | Conference to Hotel B | 24 | Requested departure after the programme | Agree whether stops are combined or separate |
Total people are 48. The four rows describe 96 passenger journeys because each person travels out and back. That does not mean 96 seats are needed at once, and it does not prove one coach can serve both morning pickups.
Test concurrency before choosing a vehicle
If M01 and M02 have the same arrival deadline, their addresses and practical route determine whether a combined journey could work. Separate vehicles, a combined pickup or a revised departure plan are possibilities to assess. A seat count alone does not settle the allocation.
Keep the brief at the requirement level until the plan is confirmed. A spreadsheet formula that divides passengers by seats can count minimum theoretical loads; it cannot establish vehicle availability, safe access or a feasible timetable.
Include arrivals and luggage separately
If delegates arrive by air the previous day, add their airport movements to new rows with flight and luggage information. Do not assume an empty hotel shuttle has the same requirements as a full group carrying suitcases.
For Munich arrivals, use the airport group transfer brief. For an exhibition venue, check the Messe planning guide.
Agree who controls changes
Name one organiser to maintain the current version. Each change should identify the affected movement, new passenger count, revised time or address and who approved the revision. Keep a record of which version the written proposal covers.
Before confirming, check service hours, waiting allowances, additional stops and the process for amendments. Ask which contact arrangement is included for the day of travel instead of assuming a dedicated onsite coordinator.
Send the brief before passenger instructions
The enquiry can include incomplete details as clearly marked questions. Passenger instructions should use the confirmed boarding locations, times and contact arrangements once agreed. Sending a draft table as a final timetable can create conflicting expectations.
Read more about corporate event transport in Germany, or send an event transport enquiry. The form does not reserve vehicles or confirm a booking.
