Your Prado Chauffeur Brief: Turn a Busy Nairobi Day into a Clear Itinerary

"A few meetings around Nairobi" leaves a chauffeur with a lot to find out by phone. A useful itinerary gives the meeting point, required arrival time and passenger changes for each stop.

Prepare a short note before booking the Prado. Keep it easy to read on a phone, appoint a coordinating contact and agree how booking changes will be approved. The driver should be able to follow the day from that note.

Identify the times that can't easily move

List fixed appointments, such as a meeting start, airport reporting time or venue access window. Mark preferences such as "ideally leave after breakfast" separately.

For each appointment, state when you need to be ready at the destination. Simply reaching the neighbourhood may leave you short of time. Check with the host about entry procedures and any walk from the drop-off, then allow for those steps.

Ask the transport provider to advise on departure times for the actual date and route. An optimistic map estimate shouldn't become a deadline the chauffeur is expected to meet.

Confirm the entrance and meeting point

A large venue may have separate vehicle entrances, reception points and parking areas. Ask the host which to use, then share a verified pin with a short description. For example: "Use the visitor vehicle entrance confirmed by our host; meet at the covered reception drop-off." Include the host's permitted contact details if access may require their help.

Be just as precise for the first pickup. A hotel name can leave the passenger at reception while the car waits elsewhere. Say where the passenger will stand and how they'll recognise the agreed collection.

A chauffeur-day brief to fill in

Complete the relevant fields and remove any that don't apply.

Booking and service

Date and booking reference: ___
Confirmed vehicle and seating requirement: ___
Agreed service start and finish: ___
Main passenger coordinator and phone: ___
Person authorised to request booking changes: ___

First pickup

Venue and verified pin: ___
Exact meeting point: ___
Passenger-ready time: ___
Passengers boarding: ___
Bags or equipment being loaded: ___
Access instructions confirmed with the venue: ___

Repeat for every stop

Stop number and destination: ___
Vehicle entrance or drop-off point: ___
Required arrival time and whether it is fixed: ___
Expected appointment duration: ___
Passengers leaving or joining: ___
Waiting or later collection arrangement: ___
Who will message when the group is ready: ___

Final drop-off

Destination and target time: ___
Final passenger and luggage check: ___
Agreed handling of parking, tolls and other relevant costs: ___
Contact for approval if the day runs longer or changes route: ___

Send the note with your chauffeur-service enquiry and update it as the provider confirms the details.

Show who joins and leaves at each stop

A day could start with two colleagues, add a guest after lunch and finish with airport luggage. Put those changes beside the relevant stops in the itinerary.

Count the largest number of people travelling at once, including the chauffeur, and describe the largest luggage load. The morning's arrangement may not work once more passengers or equipment join.

When enquiring about Prado options, confirm the exact seating and luggage setup. Describe equipment in its packed form. "A small display" may occupy substantial room inside its case.

Give passengers the coordinator's contact so route instructions reach the driver through one person.

Clarify the waiting arrangements and costs

At a longer stop, the chauffeur might remain nearby in permitted parking or leave and return at an agreed time. Confirm the plan for each stop, including any other arrangement you've discussed.

Ask how much notice the driver needs once you're ready. If waiting at the entrance isn't possible, confirm the collection point and allow time for the car to return from parking.

Before the day, ask about waiting, parking, extra-hour and out-of-town charges. EliteMotion's rental terms require approval for work beyond agreed chauffeur hours and for route changes; additional costs may apply. Get an evening extension approved before promising a colleague that the car can stay.

Send changes through the coordinator

When a meeting moves, the coordinator should send the revised destination, time and passenger plan together. Ask for written confirmation of any material booking change.

For example: "Stop 3 has moved to the entrance shown in this verified pin. Required arrival is now ___. The passenger count is ___. Please confirm whether this fits the agreed service and whether any extra cost applies."

Retain the earlier itinerary, but clearly label the latest version with a date and revision time. That makes it easier to spot an outdated copy.

If the revised schedule is unrealistic, discuss priorities with the provider and move or drop an appointment as needed. Don't ask the chauffeur to recover lost time through unsafe driving.

Mention a quiet cabin before a presentation, a planned meal break or help loading a bulky case if needed. Leave confidential meeting content, private documents and unrelated passenger information out of the itinerary. A destination and arrival requirement usually give the driver enough context.

Before the first pickup, confirm the final brief with EliteMotion. Send passengers their meeting point, ready time and coordinating contact so they know where to go and whom to tell if something changes.