Booking Executive Travel: A Guide for Executive Assistants

Written by the Level Up Limo team. Updated September 19, 2026.

Quick answer: Booking travel for an executive is a different job from booking your own. What matters is what you can hand back afterward: a confirmation with the chauffeur’s name and number, a flat rate that doesn’t move, a receipt coded to the right cost center, and one dispatch contact when the flight slips at 11 p.m. We support booking on behalf of someone else, standing reservations, guest billing and corporate accounts with W-9 and certificate of insurance on request. Hourly bookings carry a three-hour minimum; Sprinter limos start at $225 per hour. Call (866) 666-0112 or book online.

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Booking Executive Travel: What to Send Dispatch, Point-to-Point vs Hourly, Guest and Corporate Billing, Handling Delays and Changes, Roadshows, and How to Compare Providers

What to Send Dispatch (the Complete List)

Every reservation gets easier when the first message is complete. Send these and there’s usually nothing further to ask:

The field most often forgotten is the passenger’s cell number, and it’s the one that prevents the 5 a.m. phone call to you.

Point-to-Point or Hourly?

When the schedule is uncertain, book hourly. It costs less than two transfers plus wait time, and it removes the part that generates follow-up messages. See hourly limo service and point-to-point service.

Billing That Doesn’t Come Back to You

• Corporate accounts — monthly invoicing instead of card-per-ride
• Cost center and project codes carried onto the receipt
• Guest billing — the ride charged to your company while a client rides
• W-9 and certificate of insurance on request, which procurement usually asks for before a vendor is approved
• Consolidated receipts for multi-vehicle or multi-day travel
• One point of contact rather than a call center

Setup detail on corporate transportation.

Executive black car service: Level Up Limo also owns and operates Black Car Now, our executive black car division covering downtown Chicago, the Gold Coast and the North Side. Same owner, same office, same live dispatch — book on either site.

When Things Change

The point of all of this: your executive shouldn’t have to call you from a curb, and you shouldn’t have to solve transportation from a different time zone.

Roadshows and Multi-Stop Days

An investor roadshow, a client tour or a due-diligence day is the hardest travel to book and the easiest to get wrong. What makes it work:

• One hourly block for the whole day, not a series of transfers
• The full itinerary sent in advance, so the chauffeur plans the route and parking at each stop
• Buffer between stops — Chicago traffic between downtown and the suburbs is not predictable at 4 p.m.
• The same chauffeur all day, who learns the group and the schedule
• A vehicle that works as a workspace — S-Class or executive Sprinter for teams reviewing between meetings
• Dispatch monitoring the day, adjusting as meetings run over

See executive limo service, S-Class service and chauffeur service.

Choosing the Vehicle

When in doubt, size up. A cramped arrival is the one detail an executive will mention. See our fleet.

How to Compare Providers

If you’re evaluating transportation vendors, these are the questions that actually separate them:

1. Is the rate flat and quoted before booking, or variable?
2. Is there surge pricing at peak times or in bad weather?
3. Do you track flights automatically, and is there a charge for delays?
4. Can I book on behalf of someone else and receive the confirmation?
5. Do you offer monthly invoicing and cost-center coding?
6. Can you provide a W-9 and certificate of insurance?
7. Is dispatch reachable 24/7 by a person?
8. Are chauffeurs employees you screen, or contractors?
9. What’s the vehicle standard and how old is the fleet?
10. What happens if a vehicle breaks down or a chauffeur is delayed?

Question 6 is the one procurement asks first, and the one that quietly eliminates most providers.

Rates

Three-hour minimum on hourly bookings. Flat rates, tolls included, no surge pricing — the rate you approve is the rate that’s billed.

Executive Assistant FAQs

Can I book a ride for someone else?
Yes. Enter the passenger’s name and cell number and we coordinate with them directly, while confirmations and receipts come to you.

Will I get a confirmation with the chauffeur’s details?
Yes, including the chauffeur’s name and number and the vehicle, sent before the trip.

Can the ride be billed to the company rather than the passenger?
Yes, through a corporate account with monthly invoicing and guest billing.

Can you add a cost center or project code to the receipt?
Yes — send it with the booking and it carries onto the receipt.

Do you provide a W-9 and certificate of insurance?
Yes, on request. Procurement teams usually ask for both before approving a vendor.

What happens if the flight is delayed?
We track the flight number and move the pickup automatically, at no extra charge and with no action needed from you.

Should I book hourly or point-to-point?
Point-to-point for a straight airport run. Hourly when there’s waiting, multiple stops, or an uncertain finish time — it usually costs less than two transfers plus wait time.

What is the minimum booking?
Three hours on hourly service. Point-to-point transfers have no minimum.

Can you handle a full-day roadshow?
Yes, as a single hourly block with the same chauffeur, the itinerary planned in advance and dispatch monitoring the day.

Can you set up standing reservations?
Yes, for executives who travel on a repeating schedule.

Is there surge pricing?
No, at any hour or in any weather.

Who do I call if something goes wrong?
Dispatch, 24/7, at (866) 666-0112 — a person, not a queue.

Do you offer a black car standard for senior executives?
Yes, through Black Car Now, our owned and operated black car division — same dispatch, book on either site.

Set Up an Account or Book a Trip

See real-time rates and book · Call (866) 666-0112 · 24/7 dispatch · Flat rates, no surge

Related: corporate transportation · executive limo service · chauffeur service · hourly limo service · S-Class limo · airport limo service · our fleet · Black Car Now