The client's visit, in one paragraph
A visiting client's itinerary by black car: meet and greet at Pearson with the host firm's name on the board and a premium sedan or SUV; the hotel (the full name on the booking); the first morning's pickup to the host's tower lay-by; an hourly booking for each day with one chauffeur throughout, briefed by an itinerary email from the host's assistant the evening before (meetings, addresses, contacts, lunch, dinner, the evening's event); the dinner on King West or in Yorkville with the car on the named side street; the evening — a Leafs game, a Mirvish show, the CN Tower — with the car at the venue's pickup; the site visit in the 905 with the 407 approved; and the departure to the airport with the flight tracked. It is booked on the host's corporate account, coded to the client, and the chauffeur is briefed that the passenger is the firm's guest.
A client's visit is a company's two days to show itself: the meeting rooms are prepared, the dinner is booked, the plant is swept — and the client's experience of the city between those places is the car. A client who is met at the arrivals hall by name, driven by the same chauffeur for two days, never waits for a car and never wonders where one is, remembers the company as one that has its act together; a client who waits at a rideshare zone and takes a taxi to the plant remembers the opposite. This article walks a two-day client itinerary as we run it — the airport, the hotel, the morning, the lunch, the afternoon, the dinner, the evening, the site visit, the departure — with the booking structure (hourly, one chauffeur, one account, one itinerary email), the vehicle, the briefing, the discretion, and the things the host's assistant should tell dispatch. The executive assistants' guide describes the booker's side; this is the client's.
Before the visit: the itinerary email and the profile
The host's assistant sends dispatch the itinerary a few days ahead: the client's name (as it should appear on the board), the flight and the hotel, the meetings with addresses and contacts, the lunch and dinner reservations, the evening's event and its tickets' entrance, the site visit's address and gate, the departure flight, and any notes (a language, a dietary need to pass to the restaurant, a preference the host knows). Dispatch creates the client as a guest on the host's corporate account, assigns one chauffeur for the two days, adds the lay-bys and the venues' pickups, and briefs the chauffeur with the whole itinerary the evening before day one. The how to book online article covers the fields; the itinerary email is the richer version.
Day one, morning: the arrival
The client lands at Pearson at 10:40; the chauffeur, tracking the flight, is inside the arrivals hall at the international exit at 11:10 with a board bearing the host firm's name and the client's, takes the bags, and walks the client to the premium sedan at Door A (the meet and greet article covers the procedure). The car has water and the day's newspaper; the chauffeur introduces themselves as the client's driver for the two days, confirms the hotel, and drives the Gardiner into the city with the Pearson to downtown hotels article's route for the hour. The hotel's porte-cochère at 12:05; the doorman takes the bags; the chauffeur says the pickup is at 1:15 and texts the host's assistant "client at the Four Seasons, 12:05."
Day one, afternoon: the tower and the lunch
1:15: the client is collected at the porte-cochère and driven to the host's tower — the executive car service article has the lay-by — for the afternoon's meetings; the chauffeur waits on the hourly (the hourly page has the structure) or is released and returns on a text. A late lunch with the host's team at a Financial District restaurant is a short hop or a walk; the chauffeur is at the restaurant's side street when the text comes.
Day one, evening: the dinner and the game
6:30: the client and two of the host's executives to a King West restaurant, the car on the named side street (the Entertainment District guide has the streets); 8:30: to Scotiabank Arena for the Leafs, the car at the arena guide's pickup on Bremner's side street at the final buzzer; 10:45: the client to the hotel, the executives to their homes on the same hourly. The Leafs game article has the night's plan and the fine dining article the restaurants' pickups; a Mirvish show, a Raptors game or a concert is the same structure with the theatre district guide's or the Raptors article's pickup.
Day two, morning: the site visit in the 905
8:00: the client from the hotel to the host's plant in Markham (or Mississauga, Vaughan, Oakville) with the 407 approved on the account and used because it is 8 a.m. — the 407 article and the Pearson to the north-east article explain — and the plant's visitors' gate on the chauffeur's map; the chauffeur waits through the tour on the hourly, or is released for two hours and returns on a text. The Markham guide, the Mississauga guide and the others cover the 905's business parks.
Day two, afternoon: the second office and the wrap-up
12:30: lunch near the plant or back in the city; 2:00: the host's second office or a partner's; 3:30: the wrap-up at the tower. The chauffeur's day is the itinerary's, and a meeting that runs long is a text to the assistant and a car that is still there.
Day two, evening: the departure
5:00: the client to Pearson for a 7:30 flight, the bags collected from the hotel's bell desk at 4:45 on the way, the flight tracked (a delay means a later pickup and a text), the departures curb at the right terminal at 5:40, the bags on a cart, and the chauffeur's "client dropped at T1, 5:40" to the assistant. The Pearson page has the departures procedure; for a Montreal or New York client the Pearson vs Billy Bishop comparison says Billy Bishop, fifteen minutes from the tower.
The structure: hourly, one chauffeur, one account
Each day is an hourly booking from the first pickup to the last drop — the hourly vs point-to-point article explains why seven separate fares would be more and worse — with the same chauffeur both days (requested on the booking and honoured, because a two-day hourly is the roster's easiest promise), on the host's account coded to the client, with the gratuity set and the 407 approved; the corporate account billing article shows the two days as two lines. The airport runs at each end are part of the hourly or separate fares, as dispatch advises.
The vehicle
A premium sedan — the S-Class or the 7 Series — for one or two clients; an Escalade or a Navigator for three or four, or for a client who prefers the SUV; a Sprinter for a delegation of six or more, which the group transfers article covers. The Mercedes S-Class article and the executive sedan vs luxury SUV article help the host choose; the client's own preference, if the host knows it, decides.
The chauffeur's briefing and manner
The chauffeur knows the client is the host's guest: introduces themselves once, uses the client's name as the host does, knows the itinerary and does not need to be told the next address, offers the city's small courtesies (the weather, the route's landmarks, a restaurant's history if asked) and otherwise says nothing, hears what is said in the back seat and repeats none of it (the privacy and discretion article), and texts the host's assistant at each milestone. The chauffeur vs driver article is about the difference a client notices.
What the host's assistant should tell dispatch
The client's name for the board and how they are addressed; the flight and the hotel; every meeting's address and contact; the restaurants and the evening's event with the tickets' entrance; the site visit's gate and the security procedure; the departure flight; the vehicle class; any language, dietary or accessibility note; the cost code; and the assistant's mobile for the milestones. The executive assistants' guide has the fifteen things dispatch wishes every assistant knew, and the client's itinerary is where all fifteen apply.
A worked two days, summarised
Day one: T1 meet and greet 11:10; Four Seasons 12:05; tower 1:15–4:30; King West dinner 6:30; Leafs 8:30–10:30; hotel 10:45 — eleven hours on the hourly, one chauffeur. Day two: hotel 8:00; Markham plant via the 407 8:45–11:30; lunch in Unionville; second office 2:00; tower 3:30–4:45; bags from the bell desk; T1 5:40 for the 7:30 — ten hours, the same chauffeur. Two lines on the host's statement, coded to the client, the 407 at cost on day two, the gratuity set. The client's email on landing at home: "Your driver was terrific." The host's assistant forwarded it to dispatch, who forwarded it to the chauffeur.
Client itinerary quick reference
| Stage | Booking | Note |
|---|---|---|
| Arrival | Meet and greet; host's and client's name on the board; premium sedan | Chauffeur introduces themselves for the two days |
| Hotel | Full name on the booking | Doorman takes the bags; text to the assistant |
| Meetings | Hourly; tower lay-bys | Chauffeur waits or returns on a text |
| Dinner | Hourly; named side street | King West / Yorkville guides |
| Evening event | Hourly; venue's pickup | Arena, theatre, concert guides |
| Site visit (905) | Hourly; 407 approved; plant's visitors' gate | Markham / Mississauga / Vaughan guides |
| Departure | Flight tracked; bags from the bell desk; right terminal | Billy Bishop for Montreal / NY clients |
| Structure | Hourly per day; one chauffeur; host's account; client cost code | Itinerary email the evening before |
Arranging a client's visit
The corporate car service page opens the account; the assistant's itinerary email to dispatch does the rest; the visitor guide suggests what to add for a client with a free afternoon.
The client with a free afternoon
A client whose meetings end at 2 and whose flight is at 8 has a Toronto afternoon, and the host who fills it — the CN Tower and the waterfront, the Distillery, Kensington Market, the ROM and Yorkville, a drive along the Beaches — has made an impression the meeting could not; the visitor guide suggests the half-day and the CN Tower article the classic three hours, and the chauffeur, who has done both a hundred times, is the guide. It is the same hourly; the host's assistant adds a line to the itinerary.
Booking notes for a client's visit
Three small things. Give the client's name as the host uses it, for the board and the chauffeur's greeting. Send the itinerary early enough that the same chauffeur can be held for both days. And tell dispatch what the client should not be told — a surprise dinner, a deal not yet announced — because the chauffeur will otherwise be helpful.
The delegation, not the client
When the visitor is a delegation of eight from a parent company or a prospective partner, the itinerary is the same and the vehicle is a Sprinter with a second sedan for the principals; the group transfers article covers the arrival and the board meeting and AGM article the version where the delegation is a board. The gathering point at Pearson is the board with the host's name, and the dinner's restaurant is told the count.
When the client is from a culture with its own expectations
A client from Tokyo, Riyadh, Mumbai or São Paulo brings expectations about the car — who sits where, whether the chauffeur speaks, how the door is opened, whether a woman client is driven by a woman chauffeur, whether the itinerary allows for prayer or a meal at a particular hour — and the host's assistant who tells dispatch gets a chauffeur briefed for them; our team's languages and the etiquette article's note on international visitors cover the rest. A chauffeur who greets a Japanese client with a bow at the right depth has done the host a service the host may not have known to ask for.
After the visit
The host's assistant receives the statement's two lines and, often, the client's thank-you; the chauffeur receives the client's name in the account's notes as a preference for next time; and dispatch keeps the itinerary for the client's next visit, when the same chauffeur is requested. The standing orders article covers the client who visits quarterly and becomes, in effect, a regular.
