A vehicle can have enough passenger seats and still be the wrong choice for a family arriving with large cases, a stroller and hand luggage. The transfer brief needs to describe both people and belongings. Give the provider that picture before the vehicle is allocated, along with the child-seat and access requirements that need specific confirmation.
List the passengers as well as the headcount
State the number of adults and children and the children’s ages at the time of travel. Include any practical needs that affect boarding, seating or the movement from the terminal.
Ask for a suitable restraint arrangement to be confirmed for the proposed vehicle and children. A note saying “family transfer” is not confirmation that the requested seats are available, compatible or allocated to your booking.
This is a planning brief, not legal child-seat advice. If you need a particular seat or arrangement, describe it and ask the provider what information is required to check suitability. Do not rely on a generic vehicle photograph.
Describe the luggage in usable terms
Count the large cases, cabin bags and unusual items. For a stroller, mobility aid or bulky equipment, give the folded dimensions where useful and explain whether it can be folded or needs careful handling.
Avoid relying on “normal family luggage”. Four small soft bags and four large hard cases can require different space. Items needed during the drive should also be identified so they are not packed underneath everything else.
Do not assume unused passenger space can replace a suitable luggage arrangement. The provider needs to assess the whole load, including any child seats, before confirming the vehicle or number of vehicles.
Send one clear arrival brief
| Detail | What to provide |
|---|---|
| Airport | The actual arrival airport; distinguish JKIA from Wilson |
| Date and flight | Local arrival date, airline and flight number where known |
| Travellers | Adults, children and ages at travel |
| Luggage | Number and approximate size of cases and hand luggage |
| Bulky items | Stroller or equipment details, including folded size where relevant |
| Seating and access | Requested restraints and any boarding or movement needs |
| Drop-off | Actual accommodation or address, not only “Nairobi” |
| Contact | The agreed traveller contact for arrival coordination |
The Airport Transfers service is the place to request the arrangement. Passport scans are not needed to explain this initial transport requirement.
Plan around the arrival process
The aircraft’s landing time is not the moment the family is ready to leave the terminal. Entry formalities, baggage and the practical pace of travelling with children affect when you reach the meeting point.
Confirm where the meeting takes place and how you contact the receiving team if the expected handover does not happen. Late arrivals can be requested, but the actual arrangement needs to be agreed for the date and flight.
If the flight crosses midnight locally, check the pickup date carefully. Also say whether the transfer follows an international arrival or another type of movement, rather than expecting the provider to infer it from a destination name.
Keep the first road movement simple
A tired family may need a straightforward journey to suitable accommodation more than an extra stop. If a stop is important, request it in advance so it can be assessed against the route and timing.
Keep essential personal items accessible within the agreed luggage and seating arrangement. Let the driver manage safe stops and do not build the plan around an assumed roadside facility or guaranteed journey time.
If the next movement is to Wilson or another safari departure, have the full connection assessed before booking it. A private transfer does not remove traffic, reporting requirements or the time needed to collect and reorganise baggage.
Confirm what happens when something changes
Ask how a flight delay, extra bag or different traveller count affects the arrangement. Waiting and amendment conditions should come from the quotation or booking terms, not an assumption that all changes are free or automatically covered.
Notify the coordinating team if the flight number, airport or arrival date changes. If you add a stroller or substantial equipment later, ask the provider to reassess the allocated vehicle.
The same checks apply to the departure transfer. By then, luggage may be arranged differently or include purchases, and the time to report for the flight needs to govern the pickup plan.
Match the transfer to the wider family journey
For a standalone transfer, the brief can remain focused on this movement. If it begins a safari, make sure the requirements carry into the later vehicles and flights instead of assuming the airport arrangement follows you everywhere.
The Family Safaris page explains that wider planning. For this pickup, the result you need is simple: confirmed passengers, belongings, seating needs, airport, meeting point and destination, all described in the same booking.
Questions and answers
Is traveller count enough to choose the vehicle?
No. Bags, strollers, requested child seats and access needs can change the suitable arrangement. Send those details with the passenger count.
Can I request child seats?
Yes. State the requirement early and have the actual provision and suitability confirmed for the children and allocated vehicle.
Is pickup at the exact landing time?
The meeting is coordinated around the confirmed flight and agreed arrival process. Landing, completing formalities and meeting the vehicle are separate stages.
What if we bring more luggage than originally stated?
Tell the provider before travel so capacity can be reassessed. Do not assume the original vehicle will accommodate the additional items.