Group
Event Coordination
When a hundred guests arrive on twelve flights across four hours — and your organiser deserves to sleep.
For: Wedding planners, film-festival production teams, conference organisers, family-office event coordinators, summit secretariats.
Group arrivals are not five solo bookings copy-pasted. They're a logistics problem with a wedding budget on the line. We staff to the manifest — coordinators sized to the wave, signage prepared the night before, transport queued in the order people will land, refreshments arranged in the lounge for the early arrivals so they're not standing around. The organiser sees one live dashboard, one invoice, one point of contact.
What's coordinated end-to-end
- Per-event manifest ingested (CSV / Excel / Google Sheet) with flight + pax detail
- Coordinator count sized to wave density (1 per 15-20 arrivals as standard)
- Branded signage prepared with event logo / family name / festival mark
- Bulk lounge or refreshment bay reservation (Encalm / Pranam / on-airport hotel)
- Per-guest WhatsApp updates in the language they checked in with
- Organiser-side live arrival board (URL shared, refreshes per scan)
- Coach / car / SUV / minivan transport queued in arrival sequence
- Lost-baggage triage on the spot — courier dispatched same day if needed
- Post-event itemised report: who arrived when, who needed assistance, total guest-minutes saved
- Single PO + single GST invoice for the entire event — finance team's dream
How an engagement runs
- 1
Manifest handover (T-14 days)
You share the guest list with flight numbers, arrival times, language preferences, dietary notes, special-assistance requirements. We import it into our coordination dashboard and flag any conflicts — same coordinator can't meet two flights landing 8 minutes apart at different terminals.
- 2
Wave planning (T-7 days)
We segment the manifest into arrival waves, assign coordinator teams per wave, pre-book lounge / refreshment capacity, pre-position vehicles. Branded signage printed. Organiser gets the wave-by-wave plan as a PDF + the live-board URL for the day.
- 3
Event day(s)
Coordinators report 90 minutes before first arrival. As each guest lands, scan + greet + lounge or vehicle per their note. Live board updates the organiser's team in real-time. Anomalies (missed flight, baggage delay, guest who needs medical) escalated to your event lead by WhatsApp + voice.
- 4
Wrap & invoice
Within 48 hours: itemised arrival report (every guest, every timestamp, every coordinator), single GST invoice against your event PO, and a short organiser debrief — what worked, what to refine for the departure leg or the next event.
Engagement & pricing
Quoted per event after the manifest is shared. Pricing reflects guest count, number of airports involved, wave density (8 guests in one flight vs 80 across 6 flights), lounge/refreshment line items, and transport mix. Typical wedding (40-80 arriving guests, single Indian airport): structured as a single all-in package. Festival or multi-airport summit: broken into per-leg line items for organiser approval.
Guest lists are handled under the same confidentiality terms as the celebrity tier. No guest list is retained beyond the event window; nothing is shared with airport authorities or supplier partners beyond the operational minimum.
Speak with the founder directly
Every engagement begins with a 10-minute call to understand the principal, the route, and the discretion level required. No quotation goes out without it.