Use this checklist to prepare a transport enquiry for a trade fair or conference at Messe München. It is an organiser's planning resource, not an announcement of an official shuttle service or a confirmed vehicle allocation.
Check the event, entrance and current instructions
Messe München's official travel information directs visitors to event-specific entrance and parking details. It also distinguishes coach parking from shuttle stopping areas. Check the current guidance for your event rather than treating one general venue address as complete boarding instructions.
Record the event name, travel dates, the entrance your group needs and whether passengers are visitors, exhibitors or crew. Share any relevant instructions with the transport enquiry.
Source: Messe München travel information, reviewed for this draft on 21 October 2026. Recheck before your event.
Distinguish a private group journey from a scheduled shuttle
A ticket for a scheduled airport-to-exhibition service is a different arrangement from requesting a private vehicle for your own group. The official event information can help you identify the available public options. If you need several hotel stops or a different programme, describe that private transport brief separately.
Do not send passengers to a named public shuttle stop on the assumption that an independently arranged vehicle will board there. Use the agreed instructions for the service actually booked.
Count people for each journey
Make one row for every movement. The important number is the passengers using that row, including people who need guide or escort seats. Keep arrival groups separate if their flight or readiness times differ.
| Movement | Origin | Destination | Timing to provide | Passenger information |
|---|---|---|---|---|
| Airport arrival A | Confirmed airport pickup to be agreed | Full hotel address | Flight details and requested departure window | Group A count and luggage |
| Morning hotel departure | Full hotel address | Event entrance to confirm | Required venue arrival | People using this departure |
| Evening return | Agreed event boarding location | Hotel or evening venue | Requested departure window | Returning passengers and any split stops |
This is a blank planning structure. It is not a route timetable, statement of access permission or real customer case.
Work backwards from the arrival deadline
First record when the group needs to be at the entrance. The transport plan must also account for people reaching the boarding location, loading luggage where relevant and leaving the vehicle at the destination.
Avoid converting a general online travel estimate into a promised coach schedule. Confirm the actual route, boarding instructions and operating plan before distributing passenger directions. Keep the final return as explicit as the first departure.
Check luggage and boarding needs
A hotel-to-event shuttle may carry little luggage, while the same people arriving from the airport may have suitcases. Those are different vehicle requirements even if the headcount is identical.
Give the luggage quantity and any equipment dimensions. Ask for confirmation of usable passenger seats and relevant boarding features. Our coach and minibus comparison explains the brief in more detail.
Put changes into one controlled document
Nominate a contact to maintain the movement list. Date each revision and identify changed addresses, passenger numbers or time windows. If a subgroup leaves early, adjust its row rather than quietly changing the total attendee figure.
Before accepting a proposal, check which movements, vehicle categories, hours and waiting allowances it includes, plus any parking, access or additional-service conditions. A vehicle waiting somewhere else is not necessarily available for an extra departure from the entrance.
Send a consolidated enquiry
Include the movement table, event instructions, flights where relevant, luggage and the main group contact. Mark what is fixed and what can change.
For a city-based programme, see coach hire in Munich. For several hotel and venue movements, see corporate event transportation in Germany. Airport journeys have their own group transfer checklist.
Send your event transport brief. An enquiry does not confirm a vehicle or booking.
