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The group leader need not inspect the vehicle as a mechanic. A few minutes checking the assigned vehicle, passenger count and luggage can reveal practical problems while there is still time to address them at pickup.
If a belt cannot be used, ventilation fails or bags block an exit, contact dispatch and agree a remedy before leaving. Record the vehicle details, dispatcher and planned stops. Complete the passenger count before departure.
Many problems on the day trace back to missing information at booking. Two or three days before the trip, confirm:
| Item | What to confirm |
|---|---|
| Passengers | Final number, children and their ages if child seats are needed |
| Luggage | Large cases and bulky items such as wheelchairs, pushchairs, boxes |
| Pickup point | Exact address, which gate, whether a 16-seater can stop there |
| Itinerary | Departure time, stops, fixed deadlines such as flights or check-in |
| Contact | Driver's name, phone number and plate number |
We send the driver's name, phone and plate before the trip. Save them and pass them to whoever manages access at the pickup point if the van must be registered at a gate.
Match the plate with the details you received. It sounds obvious, but at busy pickup points such as airports and large hotels several identical 16-seaters may be waiting at once.
A van parked in midday sun heats up fast. Ask the driver to run the air conditioning for a few minutes before boarding, then walk to the back row and feel the airflow. If it is not cool enough, say so straight away.
Check the side door opens and closes smoothly and the step is dry. With older passengers, ask the driver to help at the first step.
Ask where the emergency hammer, emergency exit and fire extinguisher are. Positions vary between vans; once you know, give the group a short briefing.
Count the actual cases against what you expected. Point out fragile items, things that must stay upright and anything needed at the first stop.
Spend a minute with the driver on the plan: rest stops, lunch and the final drop-off. The driver may suggest changes based on current traffic.
Fifteen people boarding freely takes time and often sends those prone to sickness to the back. A simple plan speeds things up:
The driver tracks the flight and waits if it is late, with no waiting fee. The group leader should:
Once everyone is seated, a short briefing from the group leader sets the tone for the trip. A simple script:
Repeating the key points after lunch helps, since people doze off or swap seats during the morning.
Many group trips leave around 4 or 5 am to beat traffic. In the dark, checks take a little longer, so plan for them:
Early starts carry no extra charge, as there is no night surcharge.
If some passengers do not speak Vietnamese, request an English-speaking driver when booking so safety instructions and stop times can be explained directly. Translate your briefing into English, and share a written itinerary in the group chat with the times and names of each stop. For guests from countries where rear seatbelts are optional, explain that they are compulsory in Vietnam.
| Situation | What to do |
|---|---|
| Air conditioning not cool | Ask the driver to adjust and wait a few minutes; if still not right, call our hotline before departure |
| A seatbelt is stuck | Move the passenger to another seat and tell the driver |
| Not enough luggage space | The driver repacks; if that fails, call us for an alternative |
| Anything affecting safety | We fix it before departure or send another van |
The rule is simple: safety first, schedule second. You can call our hotline at any point during the trip.
Write down any issue you raise, with the time and what was done about it. On a long trip this helps the next morning's check, and it gives us useful feedback afterwards. Small things, such as a loose cup holder or a reading light that does not work, are worth mentioning to the driver even if they do not need fixing on the spot.
In the rainy season, ask the driver to stop somewhere covered such as a building lobby or hotel entrance. Load luggage first, then passengers, so nobody stands in the rain. Fold umbrellas into a plastic bag before boarding to keep the floor dry. A wet step is slippery, so older passengers should have someone beside them.
Changes are normal on group trips: a stop is added, lunch moves, someone needs to leave early. Handle them through the group leader so the driver hears one clear instruction. For a small change near the route, simply tell the driver. For anything that adds significant distance or time, message our hotline as well so the day can be replanned within the driver's legal hours. If a passenger must leave the group early, arrange a separate car rather than diverting the whole van; we can help book one. Keep the original drop-off list updated in the group chat so the driver always has the current plan.
On three to five-day itineraries, a quick morning check covers three things: air conditioning, luggage and the day's plan. A group chat that includes the driver makes it easy to confirm pickup times and changes. There is no need to book a room for the driver, since the driver's food and lodging are part of the quote; on days when the group shares a meal with the driver, tell us and we subtract it.
Send passengers, pickup point and itinerary via the quick quote form, or call or message on Zalo/WhatsApp at +84 967 914 574.
Keep a confirmation showing passenger capacity, vehicle and essential facilities. Match registration and driver details, then check storage, belts and exits. Send dispatch a clear description or photo of any mismatch before departure. This is a practical booking check; professional mechanical inspection remains the operator's responsibility.
Vehicle confirmation, passenger list, essential facilities and dispatch contact.
Request your vehicle quote · Zalo/WhatsApp: +84 967 914 574.
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