Build a flight manifest
Group travelers by the flight that actually lands at SJU, local date, arrival time and hotel. Separate flight arrivals should not be treated as one simultaneous pickup. Give the team a coordinator and a contact for each traveling party.
Count luggage and special requests
List checked bags, cabin bags, child-seat requests and any mobility or event equipment. Vehicle choice must reflect the load. Published small-group planning estimates are not a price promise for a coach, multiple vans or a group above the form’s capacity.
Use named hotels and event entrances
A wedding at a resort can involve guests staying in several hotels or villas. A conference venue may have a different loading point from the hotel lobby. Confirm each property and venue entrance, particularly in gated developments and the Convention District.
Agree waiting and staggered arrivals
Decide whether parties travel separately or wait for later flights. Obtain the waiting allowance, dispatcher process and price for each vehicle. A delayed guest on one flight should not silently change the meeting plan for every other party.
Document the return plan
Create separate return assignments with dates, flights, luggage and pickup entrances. Identify the person who can authorize changes, while allowing enough time for each airline’s check-in deadline. A group arrival confirmation is not automatically a return manifest.
Sources & editorial approach
Official operators are linked for current airport services, routes and schedules. Our practical planning advice is editorial guidance; confirm trip-specific instructions with your booked provider.
- SJU Airport — official ground transportation
- Discover Puerto Rico — destination and accommodation information
Related planning guides
Find your hotel and its transfer zone →
All travel guides