How to Plan an Intercity Group Journey
If your group is travelling to another city, we explain step by step how to set the departure time, break schedule, driver rest periods, passenger list and return plan.
Taking a group to another city involves many more variables than a city transfer: hours on the road, the need for breaks, the driver’s rest periods, the programme at the destination and the return. The following steps will help you plan your intercity group journey smoothly.
1. Plan backwards from the arrival time
If there is a time you must make at the destination (a ceremony, a match, the opening of a congress, etc.), build the plan backwards from it. Add break times, possible traffic or roadworks and delays at the meeting point to the estimated driving time.
2. Set the break schedule
On long journeys, breaks are needed for both passengers and the driver. In commercial passenger transport, drivers’ continuous driving and rest periods are limited by law; the break plan is made in line with these rules. It is important that rest stops have toilets, food and space for the vehicle to park comfortably.
3. Day trip or overnight stay?
Going and returning on the same day can be tiring for both passengers and the driver if the total driving time is long. In that case, either a programme with an overnight stay or, if necessary, a second driver is considered. On programmes with overnight stays, the quote should clearly state how the driver’s accommodation and meals are covered.
4. Prepare a passenger list
A passenger list with names and contact numbers lets you see quickly who is missing when the group gathers. Having the group leader check the list before departure prevents unnecessary waiting.
5. Discuss luggage in advance
On journeys with overnight stays, assume every passenger will have a suitcase. If there are extra items such as sports equipment, musical instruments or catering supplies, mention them at the quotation stage.
6. Clarify use at the destination
Will the vehicle drop you off and return, or stay with you at the destination and make transfers there? This question directly affects the price. If the vehicle stays, agree on daily usage time and parking.
7. Plan the return together with the outbound journey
Leaving the return until later can be a disadvantage in terms of availability and cost. With one-way hire, the vehicle’s empty return may be reflected in the cost, so planning the outbound and return journeys together is often more advantageous.
Travel day checklist
- Passenger list and the group leader’s phone number
- Driver’s name and phone number (shared after the quote is confirmed)
- Meeting point and departure time
- Rest stops and estimated arrival time
- Return time and return meeting point
You can put your plan into action by requesting a quote on our intercity transfer page.
