Anticipate the Questions Before They Become Problems
If you’re coordinating travel for VIP talent, your role isn’t just booking; it’s anticipating. Most issues don’t happen because something wasn’t done. They happen because something wasn’t thought through far enough in advance. The reality is you’re often not on-site when things go wrong so your job is to plan in a way where:
- No one needs to ask questions
- No one is stuck figuring things out
- Everything already has a clear answer
Below are 5 key areas to think through, with how to approach each one proactively.
Who Is Traveling and What Do They Actually Need?
This is the most common place where mistakes begin. You are not booking for “a group.” You are booking for individual people with different roles and expectations.
Think through:
- Talent
- Assistant
- Manager/agent
- Glam (hair, makeup, stylist)
- Security
- Additional guests (family, friends)
What to clarify:
- Who gets business class vs economy
- Who needs flexibility vs fixed schedules
- Who may extend or change plans
- Who needs to stay close to talent
Why this matters:
If everyone is treated the same, you either overspend or create friction
If you separate needs correctly, the trip runs more smoothly without constant adjustments
Frenchway Pro Tip
Flights: Plan for Changes, Not Just Departures
Booking the “best flight” is not the goal. Booking a flight that can handle changes is.
Think through:
- Will this person need to change their return?
- Are arrivals aligned with key moments (fittings, rehearsals, events)?
- Are travelers coming from different locations?
What to confirm:
- Flexibility (refundable vs changeable tickets)
- Seat assignments (especially for talent)
- Airline preferences/loyalty programs
- Special meal requests
Why this matters:
Flights are where most last-minute costs and stress come from
If you plan only for the initial schedule, you will likely need to fix it later
Frenchway Pro Tip
Hotels: Think Like It’s a Workspace, Not Just a Stay
A hotel for VIP talent is not just for sleeping. It’s where:
Prep happens, Meetings happen, Teams move in and out
Think through:
- Does talent need a suite?
- Will multiple people need access to the room?
- Is there space for fittings or prep?
What to arrange in advance:
- Room type (suite vs standard)
- Connecting or nearby rooms for the team
- Alias name if privacy is needed
- Credit card on file for incidentals
Why this matters:
If not planned, talent or team members will be stopped at check-in. Someone will be asked to pay out-of-pocket
If planned properly, everything feels seamless from arrival
Transportation: Control the First and Last Impression
Transportation is where the experience becomes real. This is often the first moment the traveler interacts with the trip.
Think through:
- Are arrivals staggered?
- Are people coming from different airports or train stations?
- Is luggage volume a factor?
What to confirm (before arrival day):
- Driver name
- Phone number
- Vehicle type
- Pickup instructions
Why this matters:
If unclear: Travelers don’t know who to look for, drivers miss pickups, and you get urgent calls
If confirmed: The arrival feels effortless
Frenchway Pro Tip
Payments: Eliminate Friction Before It Happens
This is one of the biggest issues assistants run into. Not because it’s complicated, but because it wasn’t clearly structured.
What to set up:
- Credit card on file for hotels
- Clear instructions on what is covered
- Backup plan for expenses (reimbursement or pre-funded card)
Why this matters:
If not handled: Travelers use personal funds, you spend time fixing reimbursement, and accounting gets messy
If handled in advance: No one needs to think about payment during the trip
Final Thought
The best travel coordination is invisible.
If you’ve done your job well:
- No one asks questions
- No one encounters friction
- Everything just works
That only happens when the planning is done with intention, not assumption.
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Frenchway works alongside assistants, PR teams, and production coordinators to structure and manage VIP travel, helping ensure that what’s planned actually works in real-world conditions.
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