How to arrange airport assistance and a driver to meet a guest

Katerina Galkina · EN · 07/10/2026

Decide what help is needed

For a passenger who can clear immigration and collect baggage independently, a taxi meet-and-greet service may be sufficient: the driver waits in an agreed public area, helps the guest reach the vehicle and drives to the destination. Help moving around the airport or boarding because of disability or reduced mobility is airport special assistance.

Commercial porter or escort services are another category. Ask exactly what is provided and which areas staff may enter. Do not assume that any paid greeter can meet someone at the aircraft or replace border procedures.

Arrange special assistance

The CAA recommends ↗ requesting assistance when booking, or at least 48 hours before departure, through the airline, agent or tour operator. Describe specific needs and obtain written confirmation, including assistance at the arrival airport.

Establish where the assistance ends and how the passenger will meet their greeter. Mobility support does not automatically include personal care, administering medication or help using the toilet. Discuss travelling with an appropriate companion if such support is needed.

Book the driver

Provide the flight number, date, airport and terminal, name for the meeting sign, passenger count and luggage details. Give the destination address and a contact available after landing. Request a clear meeting plan: exactly where the driver waits and what to do if the passenger cannot find them.

Agree flight tracking, when complimentary waiting begins, extra waiting charges and parking costs. For example, Stansted publishes taxi options ↗ and separate pickup rules ↗. Check the actual airport rather than copying another terminal's arrangements.

An offline backup

Give the guest a printed destination address, operator name, meeting point and backup contact. Agree that if the driver is absent, the guest stays in a specified public place and contacts the operator rather than approaching an unrelated vehicle.

In London, book minicabs through a licensed company ↗. Match the arriving vehicle to the confirmation. If combining special assistance and a taxi, agree the handover between the two services in advance, so neither assumes the other has already met the passenger.