Who is reachable on the day
This is the one that matters and it is the one people get wrong.
The number on the booking should be the number the passenger will actually answer at the curb, not yours. If you book for your mother and put your own mobile on it, the driver at the arrivals curb telephones you, in another state, while she stands twenty feet away.
Put both if you like. Say clearly which one is the passenger. The desk will write it that way on the run sheet.
What the passenger has not been told
You know the pickup time because you booked it. They know it because you mentioned it once, four days ago, in a message about something else.
Before the day, tell them plainly:
- The pickup time, and that it is the time the vehicle is at the door rather than the time to start getting ready.
- Where the vehicle will be, if the door is not obvious.
- The operator's name, so a stranger saying it is not a stranger.
- That there is nothing to pay to us, and that anybody asking them for a card number over the telephone is not us.
Four details that matter more than usual
- The exact street address, with the entrance. A visitor cannot improvise their way to the other side of a building.
- Whether they know the city. Say so on the request. It changes what the operator does at the airport end, and it is the main reason to consider a meet at the terminal rather than a curbside pickup.
- Bags, honestly, on their behalf. People underestimate their own luggage and overestimate other people's ability to fit it.
- Anything about mobility, said plainly. A folding chair or a walker travels at no addition and needs the right vehicle size. Nobody at this desk is embarrassed by the question and it is better asked than discovered.
Paying for it when you are not there
Nothing is paid to this desk at any point, so there is nothing for you to settle here. The ride itself is settled with the operator on their terms, and the quote tells you what those are.
If you want to be the one who deals with that rather than the passenger, say so when you book and it will be arranged with the operator directly. It is a common request and it is not awkward.
Booking for a colleague, briefly
Same rules, one addition: put the traveler's name on the booking rather than the company's. A driver at an arrivals curb is looking for a person. Send the request with both numbers on it and say which is which.