The RideRutz.com travel desk arranges the parts of a trip that are not the car - flights, hotels, resorts, activities, packages and car rental - through its partner BookingWorldwide.net, and reconciles them with the chauffeured ground it supplies so that a delegation, a roadshow, a tour or an executive's week is held on one file and settled on one invoice. Search below and the booking completes on BookingWorldwide.net; tell the desk and it is added to your file.
Why a chauffeur company has a travel desk
Because the car is never the whole trip, and the people who book RideRutz.com's chauffeurs are the same people who book the flights and the hotels: the executive assistant, the delegation secretariat, the roadshow coordinator at the bank, the tour manager, the event organiser's travel lead. Each of them would rather have the chauffeur's coordinator know the flight number without being told, the hotel's entrance confirmed for the car, and the whole trip on one invoice, than reconcile three suppliers. The travel desk exists to make that possible without RideRutz.com pretending to be an airline or a hotel: the flights and hotels are booked through BookingWorldwide.net, a specialist, and the desk holds the file.
What the desk arranges
| Element | Through | What the desk adds |
|---|---|---|
| Flights | BookingWorldwide.net | Flight numbers on the chauffeur file automatically; arrivals tracked; departures timed |
| Hotels | BookingWorldwide.net | The hotel's entrance and parking confirmed for the chauffeur; a delegation's rooms and the shuttle timetable aligned |
| Resorts and off-sites | BookingWorldwide.net | A leadership off-site's transfers and hourly cars planned with the resort's arrival times |
| Activities and tables | BookingWorldwide.net | Tickets, tours and dinner reservations for the hours between engagements, with the chauffeur's timings |
| Packages | BookingWorldwide.net | Flight and hotel priced together for a delegation or a crew |
| Car rental | BookingWorldwide.net | Self-drive for the days a chauffeur is not needed, on the same file |
| Chauffeurs | RideRutz.com | Every service on this site, planned by the coordinator around the flights and hotels |
| Invoice | RideRutz.com | One file, one invoice, coded on the corporate account |
For whom
The corporate account whose travel manager wants one supplier for the trip. The delegation secretariat with nine arrivals, three hotels and a summit week. The roadshow coordinator with five cities in five days and a schedule that changes hourly. The tour manager moving talent through twelve cities. The event organiser flying in honourees and sponsors for a gala. The host arranging a VIP visit from the aircraft door to the departure gate. The family office dividing the year between four homes. Each already has a coordinator for the ground; the travel desk gives that coordinator the rest of the trip.
How it works
Search flights, hotels, resorts, activities, packages or car rental in the panel below. The search opens on BookingWorldwide.net, where the booking is completed and paid. Tell the desk - by email, the contact page or your coordinator - that the booking belongs to your file, and the desk records it: the flight number goes to the chauffeur booking, the hotel's entrance is confirmed, and the itinerary is held as one document. For a programme, send the desk the whole brief and it arranges the flights and hotels with BookingWorldwide.net and the chauffeurs with the coordinator, returning one written plan and one quote. Clients on a corporate account have the whole file coded and invoiced once; other clients receive one itinerary and settle the BookingWorldwide.net elements there and the chauffeurs here.
Hotels and chauffeurs, aligned
The single most useful thing the desk does is align the hotel and the car. A hotel chosen for a delegation is checked for its diplomatic or festival entrance, its forecourt, whether it can hold a convoy and how far it is from the venue at the hour the shuttle will run; a hotel chosen for talent is checked for the entrance the photographers do not watch; a hotel chosen for a roadshow team is checked for its distance from the first meeting at 07:45. The desk suggests hotels on that basis, books them through BookingWorldwide.net, and the coordinator briefs the chauffeur before the guest lands. The worldwide gala calendar shows the weeks when festival and summit cities sell out, and the desk books early for them.
Flights and chauffeurs, aligned
A flight booked through the desk goes onto the chauffeur file automatically: the arrival is tracked, the chauffeur is positioned on the live time, and a missed connection in one city is known to the chauffeur in the next before the passenger has rebooked. Departures are timed backwards from the airline's check-in and the airport's security queue. Private-aviation legs booked by a flight department or a broker are added to the file by tail number under the FBO procedure, and the airport chauffeur service page describes the commercial-terminal procedure at each of the 346 airports.
What the desk does not do
The desk does not issue tickets, hold hotel inventory or take payment for flights and hotels; BookingWorldwide.net does, under its own terms, and the desk's role is to hold the file and align the ground. The desk does not arrange visas, insurance or airport services, though the coordinator will point to the airport's or the airline's meet-and-assist where a guest needs it, and government travel advice such as the U.S. Department of State's and health advice such as the World Health Organization's is consulted in planning. The desk does not charge a fee for holding a file that includes RideRutz.com chauffeurs; programme planning is included in the coordinator's time on the account.
Starting a file
Search below for a single flight or hotel, or send the desk the brief for a programme. Existing clients reach the desk through their coordinator; new clients open an account or simply send the brief.
Three files the desk holds
A roadshow, five cities, five days. The bank's coordinator sends the outline. The desk books the flights - commercial on three legs, a private leg added by tail number on two - and hotels within ten minutes of each city's first meeting, through BookingWorldwide.net; the coordinator plans an hourly chauffeur in each city and the FBO handovers. The schedule changes daily and the file changes with it. One statement at the end, coded to the deal.
A delegation of nineteen to a summit week. The secretariat sends the list. The desk books group flights into two airports and a block of rooms at a hotel with a diplomatic entrance and forecourt space for a convoy, through BookingWorldwide.net; the coordinator submits the vehicles for accreditation, plans the arrivals, the shuttle and the convoy, and stands at the hotel all week. The head of delegation's spouse has a separate programme on the same file.
An honouree's visit for a gala. The host sends the guest's details. The desk books the flight in the cabin the host specifies and a suite at a hotel near the venue, through BookingWorldwide.net; the coordinator plans the arrival with a name board, a first-class sedan for two days, the gala evening to the event standard and the departure. The host receives one itinerary and one invoice.
The desk and the calendar
The worldwide gala calendar is partly a travel document: it shows the weeks when Cannes, Venice, Davos, Monaco, Riyadh and the other festival and summit cities sell out their hotels and vehicles, so that the desk can book early and the coordinator can position vehicles. Clients planning around those weeks should send the brief as soon as attendance is confirmed, and the desk will say plainly when a city is already full. Travel professionals following International Air Transport Association practice on group bookings will recognise the desk's methods; travel managers following Global Business Travel Association guidance on consolidated programmes will find the single file the desk holds is the point.
Resorts, off-sites and incentives
Leadership off-sites, board retreats and incentive trips are the desk's other regular work: a resort chosen for a board's three days, flights for twelve from four cities, transfers timed to the arrivals, an hourly vehicle held at the resort for the days, a dinner in the nearest town run to the evening standard, and departures timed to the flights. The resort is checked for its arrival procedure and whether it can hold a convoy; the flights are booked through BookingWorldwide.net; the coordinator plans the ground; one file. Family offices use the same service for a family's seasonal moves between homes and for the visits of guests, and hotels and travel advisers use it for the clients whose ground they already place with RideRutz.com.
Activities, tables and the hours between
A visiting principal has hours between engagements and a hosted guest has an evening free; the desk fills them on request - a private museum visit, a table at a restaurant that will hold it, tickets for a performance, a tour of a city with the chauffeur who is already on the file - through BookingWorldwide.net's activities and the coordinator's own knowledge of the city. Nothing is added to a file without the client asking; everything added is timed with the chauffeur so that the principal is never waiting for a car to get to a table.
Privacy and the file
A travel file holds the most complete picture of a principal's movements that exists anywhere - flights, hotels, addresses, timings - and the desk treats it accordingly. Files are held by the coordinator and the desk only, shared with chauffeurs journey by journey and with BookingWorldwide.net element by element, retained for the period the privacy policy describes and destroyed afterwards on request. Clients whose security policy requires more - a file held under a code name, a principal's identity withheld from the hotel until arrival - should say so in the brief, and the desk will say what it can and cannot do.
