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Airport transfer scheduler
Vehicles at the peak = vehicles per wave × waves per hour × round-trip hours. For 300 guests over 10 hours with 60 in the busiest hour, SUVs carrying five with luggage, a 30-minute longest wait and a 50-minute drive, you need 24 SUVs at the peak and 66 trips in all, about ₹1,84,800.
Vehicles needed at the peak
24 vehicles
6 leave every 30 minutes; each is away 120 minutes
The busiest hour needs 24 vehicles against 12 for the rest of the day. Add a few larger vehicles for the peak only, or let guests wait a little longer then.
- Trips in total
- 6691% of seats filled
- Transport cost
- ₹1,84,800₹616 per guest
- Vehicles off-peak
- 1227 guests an hour
| Guests in the busiest hour | 60 |
|---|---|
| Guests per wave at the peak2 waves an hour | 30 |
| Seats used per vehicleSUV such as an Innova (5 with luggage) | 5 |
| Trips in the busiest hour | 12 |
| Trips in the other hours | 54 |
| Transport cost66 trips × ₹2,800 | ₹1,84,800 |
Estimate from an even spread of arrivals within each hour. Delayed flights move waves; keep one vehicle on standby.
How we calculate
- Waves
60 ÷ longest wait (minutes) waves an hourGuests who land within one wave share vehicles.
- Vehicles per wave
guests in the hour ÷ waves ÷ seats with luggage, rounded upSeats with luggage, not the registration capacity.
- Fleet at the peak
vehicles per wave × waves per hour × (2 × drive + turnaround) ÷ 60, rounded upA vehicle that leaves is away for a full round trip before it can take the next wave.
- Trips and cost
(peak-hour trips + other-hour trips) × cost per tripArrivals outside the busiest hour are spread evenly across the rest of the window.
Assumptions
- Arrivals are even within each hour. Read the busiest hour off the flight list; morning metro flights bunch.
- Vehicle seats with luggage: sedan 3, SUV 5, Tempo Traveller 10, coach 30.
- Cost per trip is what your transport vendor charges for one airport run; ₹2,800 for an SUV is a starting value; change it to your vendor’s rate.
- Sociana does not supply vehicles. It reconciles arrivals against PNRs and publishes each guest’s cab and driver details.
Prices as of 23 Oct 2026.
Worked examples
| Scenario | Result | In one line |
|---|---|---|
| Conclave, 300 guests, SUVs | 24 vehicles Vehicles needed at the peak | Airport transfers: 300 guests over 10 hours, 20% in the busiest hour. 24 × SUV at the peak, 66 trips, ₹1,84,800. |
| Destination wedding, 250 guests, Tempo Travellers | 12 vehicles Vehicles needed at the peak | Airport transfers: 250 guests over 6 hours, 30% in the busiest hour. 12 × Tempo Traveller at the peak, 28 trips, ₹1,26,000. |
Example inputs are illustrative, not client data. Tap “Start from” above to load either one.
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Questions about this calculator
How many cars do I need for airport pickups?
Work from the busiest hour, not the day’s total. Divide the guests landing in that hour into waves, fill vehicles with luggage-realistic seats, and multiply by how long each vehicle is away on a round trip.
How long should guests wait for a shared transfer?
20–30 minutes is usually acceptable for delegates; VIPs get a dedicated car. Longer waits fill vehicles better but cost goodwill after a long flight.
SUVs or a coach?
Coaches are cheaper per seat but only fill when many guests land together. A mix works well: a coach for the busiest wave, SUVs or Tempo Travellers for the rest of the day.
How do guests know which vehicle is theirs?
In Sociana the hospitality desk publishes each guest’s pickup, cab and driver details to their My Journey card after reconciling the arrival against their PNR.