Collect before you plan

Flight number, arrival time, terminal and party size for every arriving group, with a cutoff date.
Mobile numbers that work in India on arrival, and one WhatsApp group for arrivals only.
Mobility needs, infants, and anyone who should not wait at the terminal.
Luggage volume: a wedding party travels with far more than a business delegation.

Batch and vehicle

Group arrivals into waves of about an hour and assign vehicles per wave, not per family.
Decide the wait rule: how long a vehicle holds for a delayed flight before the next wave absorbs it.
Choose vehicle sizes by luggage as much as by seats; a tempo traveller with wedding luggage seats fewer than its badge says.
Confirm the venue’s published drive time from the airport and test it at your arrival hour.Use the venue’s own figure, then verify. Le Roma properties publish theirs on Find a Venue.

One named meeter per wave with a printed sign and the venue name, positioned at the agreed exit.
Share the meeting point as a photo, not a description.
Keep a float of two vehicles for missed connections and early arrivals.

Build departure waves from the earliest flight backwards, with buffer for airport check-in.
Settle room extras the night before so checkout is a key drop.
Keep one coordinator at the venue until the last vehicle leaves.

Flight number, arrival time, terminal and party size for every arriving group, with a cutoff date.
Mobile numbers that work in India on arrival, and one WhatsApp group for arrivals only.
Mobility needs, infants, and anyone who should not wait at the terminal.
Luggage volume: a wedding party travels with far more than a business delegation.

Group arrivals into waves of about an hour and assign vehicles per wave, not per family.
Decide the wait rule: how long a vehicle holds for a delayed flight before the next wave absorbs it.
Choose vehicle sizes by luggage as much as by seats; a tempo traveller with wedding luggage seats fewer than its badge says.
Confirm the venue’s published drive time from the airport and test it at your arrival hour.Use the venue’s own figure, then verify. Le Roma properties publish theirs on Find a Venue.

One named meeter per wave with a printed sign and the venue name, positioned at the agreed exit.
Share the meeting point as a photo, not a description.
Keep a float of two vehicles for missed connections and early arrivals.

Build departure waves from the earliest flight backwards, with buffer for airport check-in.
Settle room extras the night before so checkout is a key drop.
Keep one coordinator at the venue until the last vehicle leaves.