By the Royal Limo Services dispatch team | Rosemont, Illinois | Private aviation and executive ground transportation
Quick answer: A clean private jet handoff in Chicago needs eight pieces of information: tail number, FBO, landing time, passenger names, passenger count, bag count, first destination and a person who can be reached at wheels-down. Send those to dispatch at least 24 hours ahead when you can, confirm the vehicle the day before and give us the scheduler’s mobile number so changes reach a person, not a voicemail.
Need a chauffeur waiting at the FBO?
Call (866) 811-0999 (24/7 live dispatch) or book online. Send the tail number, FBO, passenger count and bag count and we confirm the vehicle.
Part of a series. This article is one of nine deep dives that support our Chicago Private Aviation Ground Transportation: The Complete Guide.
Flight departments and executive assistants are good at planning the flight. Where trips tend to slip is the last hundred yards: the moment a passenger steps off the stairs and into a vehicle. A missing bag count, the wrong FBO or a phone number that goes to voicemail can turn a smooth landing into a ten-minute wait on the ramp.
This checklist is what our dispatch team asks for on every private aviation transfer. It works whether you are a corporate scheduler booking one trip a month or a flight department coordinating dozens. If your company wants one billing relationship for all of it, see our guide to corporate accounts and monthly billing.
The Eight Details Dispatch Needs
Everything below can be sent by phone, email or the online booking form. If you only have part of the information, send what you have and we will follow up on the rest.
| Detail | Why it matters |
|---|---|
| Tail number | Lets dispatch track the real arrival and adjust staging if the jet is early or late. |
| FBO name and airport | Several FBOs share an airport. The chauffeur needs the correct ramp and meeting point. |
| Scheduled landing time | The starting point for chauffeur staging. We adjust to actual arrival. |
| Passenger names | Chauffeur greets passengers by name and matches the manifest. |
| Passenger count | Decides S-Class, SUV, Sprinter van or Jet Sprinter. |
| Bag count and size | Golf bags, hard cases and presentation equipment change the vehicle choice. |
| First destination | Sets the route, the drive time and any hotel or building access instructions. |
| Contact at wheels-down | A mobile number answered in the first minutes after landing. |
Seven Days Out: Lock the Basics
A week ahead is the ideal point to confirm the vehicle and the airport. This is also the best time to flag event weekends, when demand for premium vehicles in Chicago tightens. Our guide to convention transportation covers the weeks when McCormick Place programs fill hotel blocks and vehicles.
- Confirm the airport and FBO with the flight department.
- Share the passenger list and the first destination.
- Decide on vehicle class based on passengers and luggage.
- Flag any special requests: child seats, quiet ride, specific beverage, early-morning departure.
24 Hours Out: Reconfirm the Plan
The day before, reconfirm the landing time with the flight department and send us any updates. If the itinerary changed from the last version, we want the new one, not the old one. Our dispatch team will confirm the vehicle, the chauffeur and the meeting point in writing.
Day of Travel: What Happens Live
On the day, the chauffeur is staged before the jet lands. Dispatch tracks the tail number and updates the scheduler by text on request. When the jet lands, the chauffeur goes to the meeting point the FBO has agreed to and greets passengers by name. Bags are loaded on the passenger’s behalf and counted against the manifest.
- Dispatch tracks the tail number from takeoff.
- Chauffeur stages at the FBO before wheels-down.
- Scheduler receives a text confirming the chauffeur is on site, if requested.
- Passengers are greeted by name; bags are counted and loaded.
- Chauffeur drives to the first destination and confirms arrival with the scheduler.
Choosing the Vehicle at Booking
The most common reason to change vehicle on the day is a bag count that was not shared. If you are unsure, tell us the number of passengers and give us a rough idea of the luggage. For parties of five to eight, the Jet Sprinter usually solves it in one vehicle. Larger groups use the Sprinter van or multiple vehicles together.
| Party | Vehicle | Planning note |
|---|---|---|
| 1 to 2 passengers | S-Class 2027 sedan | Ideal for principal plus assistant. |
| 3 to 4 passengers | Luxury SUV | Passengers and bags travel together. |
| 5 to 8 passengers | Jet Sprinter | One vehicle for the full party. |
| 9 to 14 passengers | Sprinter van | Executive or limo configuration. |
| 15 or more | Multiple vehicles | Staged so the group arrives together. |
When Plans Change
Private aviation changes more than commercial travel. A departure moves up. A meeting runs long. A passenger decides to land at a different airport. Our dispatch team treats these as part of the work. If your plan moves, call us. For related guidance on missed or delayed arrivals, see our delay and cancellation guide.
- Early arrival: chauffeur is already staged; we ask you to confirm the new wheels-down time.
- Late arrival: we hold position and keep the scheduler updated.
- Airport change: call dispatch immediately and we reposition the chauffeur.
- Extra stop: tell us before the trip so we can quote the extra time correctly.
Departure Handoffs
The reverse trip needs the same care. The chauffeur arrives at the FBO before the passenger, not at the same time. Give us the departure time, the FBO and any hotel pickup time, and we work backward to set the pickup time, allowing for traffic and for the FBO’s recommended arrival window.
Billing and Documentation for Flight Departments
Pricing is hourly with a three-hour minimum, and point-to-point trips are quoted per trip. A 20% gratuity is added on top of the hourly total. Taxes and tolls are included, and rates vary by vehicle, date and demand. Companies that book frequently can ask about a corporate account for consolidated billing. We accept American Express and other major cards.
A One-Page Template You Can Reuse
Flight departments that handle many trips benefit from a standard request format. Copy the block below into an email or your trip-planning tool and fill it in for every Chicago arrival. It takes about two minutes and removes most of the back-and-forth that slows a booking.
| Field | Example entry |
|---|---|
| Trip date and landing time | Tuesday, 10:15 a.m. local |
| Tail number and operator | N-number and operator name |
| Airport and FBO | Chicago Executive, main FBO ramp |
| Passengers | Names and count |
| Luggage | Count, plus any golf bags, hard cases or equipment |
| First destination | Full street address and building or gate notes |
| Return trip | Departure date, time and pickup address |
| Contact on the ground | Mobile number of scheduler or lead passenger |
| Special requests | Water, quiet ride, child seat, accessibility needs |
What a Good Vendor Confirms Back
A confirmation should say more than “booked.” Look for the vehicle type, the chauffeur’s name when it is assigned, the meeting point at the FBO and a number that reaches a live person. If your vendor cannot tell you who will meet the plane and where, the handoff is not really planned. Our confirmations list the vehicle class and the arrival plan, and our dispatch team is reachable by phone at any hour.
For guidance on judging a provider before you commit, read our guide to vetting an FBO limo provider, and see the questions we recommend on the how to choose a chauffeur service page.
Special Cases Worth Flagging Early
- International arrivals. If passengers clear customs at the FBO, add buffer between wheels-down and the handoff. Tell us the expected clearance window.
- Passengers with mobility needs. Share this at booking so the vehicle and the chauffeur’s assistance are planned in advance.
- Security-sensitive principals. Ask for a discreet arrival, an unmarked meeting point and minimal advance communication to anyone outside the planning group.
- Pets traveling with passengers. Mention it at booking so the vehicle and the chauffeur are prepared.
- Same-day add-ons. A last-minute dinner or an extra stop is easy to add if dispatch knows early; it is harder to fit once the vehicle is committed.
How We Communicate on the Day
Communication is where private aviation ground service is won or lost. Our dispatch team can text the scheduler when the chauffeur is on site, when the passengers are in the vehicle and when the vehicle arrives at the destination. If a plan changes, a live person picks up the phone; there is no menu to navigate at 5 a.m. Customers regularly mention this in reviews: one wrote that the team “communicated with us every step of the way.”
Common Mistakes We See
- Sending the commercial flight number instead of the private tail number.
- Leaving out the bag count and discovering golf bags and a case on arrival.
- Giving a landline or an assistant’s desk number that is unattended on the ramp.
- Booking the wrong airport because two airports share a similar city name.
- Waiting until the morning of to reconfirm after the itinerary changed overnight.
More in the Chicago Private Aviation Series
- Hub: Chicago Private Aviation Ground Transportation, the Complete Guide
- Event Weekends in Chicago: How to Lock In FBO Transfers When Demand Peaks
- Land in Chicago, Meet in Wisconsin or Indiana: Long-Distance Chauffeur Service From the FBO
- From the FBO to the Chicago Suburbs: A Private Jet Ground Transportation Guide
- How to Vet an FBO Limo Provider in Chicago: Insurance, Chauffeurs, Tracking and Vehicles
- International Delegations Arriving by Private Jet: Chicago Ground Transportation and Protocol
- Landing by Private Jet With 5 to 8 People: One Jet Sprinter or Multiple SUVs?
- Pilot and Flight Crew Ground Transportation in Chicago: A Sprinter Van Guide
- Winter Private Jet Ground Transportation in Chicago: Snow, De-Icing Delays and the Handoff
What Royal Customers Say
“Absolutely 5-Star Executive Premium Service.” — Kirk W., verified Google review
Quick Facts
| Topic | Detail |
|---|---|
| Service | Private jet and FBO ground transportation, Chicago and suburbs |
| Information needed | Tail number, FBO, landing time, names, passenger count, bag count, first destination, contact |
| Booking lead time | 24 hours ahead recommended; earlier for event weekends |
| Vehicles | S-Class 2027, luxury SUVs, Sprinter van, Jet Sprinter (up to 8) |
| Pricing | Hourly with 3-hour minimum; point-to-point quoted per trip |
| Gratuity | 20% on top of the hourly total |
| Dispatch | 24/7 live human dispatch |
| Phone | (866) 811-0999 |
About the Royal Limo Services Dispatch Team
Royal Limo Services is a luxury limousine and chauffeured car service serving Chicago, Rosemont and the suburbs. Our fleet includes executive Sprinter vans, the Mercedes Jet Sprinter, luxury black SUVs and the S-Class 2027, used for private aviation transfers, corporate travel, airport service and group transportation.
Royal Limo Services is an owner-operated Chicago chauffeur company headquartered in Rosemont, Illinois, minutes from O’Hare. Founder and CEO Mohammed Mohemed personally hand-picks every chauffeur for experience and a clean industry history. Our chauffeurs are background-checked, licensed and insured, and our dispatch team answers the phone live, 24 hours a day. We are a member of the National Limousine Association, a BBB accredited business, and hold more than 1,200 five-star Google reviews. Our black car division, blackcarservices.co, runs under the same management and standards. Learn more on the founder page.
Royal Limo Services | 5600 N River Rd Suite 800, Rosemont, IL 60018 | (866) 811-0999 | reservations@royallimoservices.co
Frequently Asked Questions
What information do you need to book a private jet transfer?
Tail number, FBO and airport, landing time, passenger names and count, bag count, first destination and a mobile number that will be answered at wheels-down.
Can a scheduler book on behalf of the passenger?
Yes. Most of our private aviation bookings come from schedulers, assistants and flight departments.
How far ahead should I book?
At least 24 hours when possible. Event weekends and conference weeks fill early, so book as soon as the trip is confirmed.
Why do you need the tail number?
It lets us track the actual arrival and position the chauffeur correctly even when the jet is early or late.
What if the jet is early?
The chauffeur is staged before the scheduled landing, so an early arrival is usually absorbed without waiting.
What if the jet is late?
We keep tracking and hold the chauffeur in position, and we update the scheduler by text on request.
Can you change the airport after booking?
Yes. Call dispatch and we reposition the chauffeur. Changing airports is routine in private aviation.
What if we have golf bags or hard cases?
Tell us at booking. Large luggage can change the vehicle recommendation, and we would rather plan it than discover it on the ramp.
Do you offer text updates for the scheduler?
Yes. We can update the scheduler by text when the chauffeur is on site and when the passenger is in the vehicle.
How do corporate accounts work?
Companies that book regularly can set up an account for consolidated billing. Ask dispatch for details.
How is the trip priced?
Hourly with a three-hour minimum, or per trip for point-to-point. A 20% gratuity is added on top of the hourly total. Taxes and tolls are included.
How do I reach dispatch?
Call (866) 811-0999 at any hour. A live person answers 24 hours a day.
Reserve Your Chicago FBO Transfer
Royal Limo Services meets private jet passengers at the FBO with S-Class 2027 sedans, luxury SUVs, Sprinter vans and the Jet Sprinter. Call (866) 811-0999, book online or request a quote. Email reservations@royallimoservices.co.
