Template · free
Airport pickup schedule template
A pickup schedule that groups arrivals into waves and assigns vehicles and drivers, with 26 example rows. It is the sheet the desk lead keeps on a clipboard and the sheet drivers receive the evening before.
No sign-up needed.
Who it is for
- Corporate event managers who run arrivals for a conclave
- Event agencies that coordinate vehicles and drivers
- Hospitality desk leads managing on-the-day changes
How to use it
- Fill the sheet from the confirmed flight list and sort by arrival time.
- Group flights landing within 20 minutes into one wave, and assign vehicles per wave.
- Send each driver their rows and a number to call; update status as guests are met.
- Check flight status the morning of arrival and mark delays in the Notes column.
The contents
| Wave | Flight | Terminal | Landing | Guest group | Vehicle | Driver | Status |
|---|---|---|---|---|---|---|---|
| 1 | AI 201 | T2 | 06:10 | Guest 01 and 02 | Sedan | Driver A | Planned |
| 1 | 6E 345 | T1 | 06:25 | Guest 03 | Sedan | Driver B | Planned |
| 1 | UK 810 | T2 | 06:30 | Guest 04, 05, 06 | Van | Driver C | Planned |
| 2 | AI 505 | T2 | 08:00 | Guest 07 | Sedan | Driver A | Planned |
| 2 | 6E 112 | T1 | 08:10 | Guest 08 and 09 | Sedan | Driver B | Planned |
| 2 | SG 434 | T1 | 08:15 | Guest 10, 11, 12 | Van | Driver D | Planned |
| 2 | UK 622 | T2 | 08:20 | Guest 13 | Sedan | Driver E | Planned |
| 3 | AI 804 | T2 | 10:05 | Guest 14 and 15 | Sedan | Driver A | Planned |
| 3 | 6E 760 | T1 | 10:15 | Guest 16 | Sedan | Driver B | Planned |
| 3 | UK 910 | T2 | 10:20 | Guest 17, 18, 19, 20 | Van | Driver C | Planned |
| 3 | SG 220 | T1 | 10:30 | Guest 21 | Sedan | Driver F | Planned |
| 4 | AI 303 | T2 | 12:40 | Guest 22 and 23 | Sedan | Driver A | Planned |
| 4 | 6E 884 | T1 | 12:50 | Guest 24, 25, 26 | Van | Driver D | Planned |
| 4 | UK 118 | T2 | 13:00 | Guest 27 | Sedan | Driver E | Planned |
| 5 | AI 667 | T2 | 15:20 | Guest 28 and 29 | Sedan | Driver B | Planned |
| 5 | 6E 429 | T1 | 15:35 | Guest 30 | Sedan | Driver F | Planned |
| 5 | SG 576 | T1 | 15:45 | Guest 31, 32, 33 | Van | Driver C | Planned |
| 5 | UK 350 | T2 | 15:55 | Guest 34 | Sedan | Driver A | Planned |
| 6 | AI 119 | T2 | 18:10 | Guest 35 and 36 | Sedan | Driver D | Planned |
| 6 | 6E 507 | T1 | 18:25 | Guest 37 | Sedan | Driver E | Planned |
| 6 | UK 744 | T2 | 18:30 | Guest 38, 39, 40 | Van | Driver B | Planned |
| 7 | AI 902 | T2 | 20:45 | Guest 41 | Sedan | Driver F | Planned |
| 7 | 6E 238 | T1 | 21:00 | Guest 42 and 43 | Sedan | Driver A | Planned |
| 7 | SG 601 | T1 | 21:10 | Guest 44, 45 | Sedan | Driver C | Planned |
| 8 | AI 710 | T2 | 23:30 | Guest 46 | Sedan | Driver D | Planned |
| 8 | 6E 999 | T1 | 23:50 | Guest 47 and 48 | Sedan | Driver E | Planned |
Where it has been used
Based on how arrivals for a multi-day executive conclave were grouped and driven to the hotel, with guests seeing their pickup details in the app.
Questions people ask
How should we group arrivals?
Group by landing time within a twenty-minute window and by hotel. Large groups save vehicles but lengthen waiting, so keep VIP and early arrivals separate when protocol requires.
What if a flight is delayed?
Keep a driver on standby and update the sheet. Message the guest only if the pickup point or the contact person changes; otherwise, the driver will meet them at arrivals as planned.
Do guests need to know the driver’s number?
Yes. Share the driver’s name, vehicle and number the day before, and ask guests to call if they cannot find them. Put the same details in the app for an easy reference.
Want this running inside your event app?
Sociana turns lists like this into live screens, requests and reminders for your guests and your desk. A 20-minute walkthrough shows how.