Planning a controlled airport arrival.

General guidance only. Airport procedures, access permissions and operating conditions may change. Confirm current arrangements before travel.

1. Confirm the exact arrival details

Share the airline, flight number, terminal, scheduled arrival, passenger count and any special handling requirements. Update the operations contact when schedules change.

2. Use a verification process

Travellers should know the representative’s name, phone number, meeting location and vehicle details. Last-minute substitutions should be verified through an agreed contact.

3. Plan the handover point

Clarify where responsibility begins: aircraft-side where lawfully permitted, arrivals hall, terminal exit or a prearranged vehicle pickup zone.

4. Account for delays and baggage

Include a procedure for delayed flights, missing baggage, terminal changes, diversions and travellers arriving separately.

5. Coordinate the onward movement

Confirm the hotel or destination, preferred route, alternative route, expected journey time and communication checks during transit.

Arrival checklist