How to Plan Your Day Around a Car with Driver Service
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Renting a car with a driver for the day alters the planning of your day. Rather than focusing on the availability of transport, the wait time and the route, you plan your day around what you want to accomplish. The car is always available, when you need it, where you need it and when you need it. It may seem obvious, but the impact of this on an entire day in the city of Dubai is underestimated by most people until the experience is had.
This guide isn’t meant to convince you to purchase it. If you are reading this then you will likely have already determined that you need a car with driver for the day in which you are interested. The purpose of this guide is to take you through the day’s format so you can maximize the benefit you receive from the service. From the original plan to the choice of car, bookings with the driver and what to do when the inevitable changes occur, this is the practical playbook to make the plan work.
The typical error people make is to plan too much and think too little about the structure when arranging a car and driver hire for the day. They are aware of the times they have to be at two meetings, one at 10AM and the other at 2PM, but they have not considered a call at 11:45AM, whether a 45 minute walk from the car to the meeting room will be added, or what will happen in case the first meeting takes longer than 45 minutes.
It is best to begin with the shape. Discuss with yourself what kind of a day this is. Does it have a specific day of business with appointments and deadlines to adhere to? Is it a day of leisure, with the time not set, and with a route that can vary? Is it a hybrid day with one and/or two hard commitments and the rest open?
The day’s shape affects how you brief the driver, how you plan the route and the buffer time that you need between stops.
20-30 minutes of leeway is required between appointments for a densely packed business day. This is a factor of the drive and parking, a walk to the meeting room, and some allowance for overruns.
A leisure day is not as structured and needs to be more flexible. You need to be careful and schedule tightly around the fixed blocks and schedule loosely around the rest blocks on a mixed day. More important than getting all addresses and time slots right up front is getting this shape right up front.
With the shape, share it with the team that will be in charge of your day. On booking, include the pick up point-to-point service , the time that you would like to start and end at, and the list of stops you would like to visit in roughly the order that you would like to visit them.
If some stops are fixed, indicate them in the flag. If any are flexible, indicate this. The more knowledge the dispatch has about what is important and what is movable, the more they are able to plan around it.
It is not necessary to have all details worked out when booking. A rough itinerary is better than no itinerary, a complete itinerary that changes 3 times before the day begins is better than a no itinerary.
The dispatch team will draw the dispatch plan from the information you give and come up with estimates of driving time between stops, and will indicate if they think it’s going to be close. If the realistic drive time between your 10AM meeting at DIFC and your 10:45 appointment at Dubai Healthcare City is a mere 15 mins, they’ll tell you prior to realizing it yourself at 10:42.
If your trip doesn’t stop at an intermediate location, then our one-way service is the easier choice. However, if you are on two or more runs or any day where the car has to wait while you are in the vehicle, you are engaged in full-day booking and this is where the planning comes in handy.
What car you’re in for 8 hours is more important than what car you’re in for 20 minutes. When it’s your base for the day, it’s all about comfort, cabin space, boot and rear seat amenities.
The car just seemed fine for an airport transfer but for five hours of driving in the city with a lot of stops it may feel tighter and louder.
If you have 2 or 3 meetings plus a working lunchtime, you’ll find that the rear cabin of an executive sedan such as BMW 7 Series can serve as your mobile office.
Call from one stop to another, view documents on a tablet and look composed at every stop. The rear seats are designed to be used for long periods and the cabin insulation stops road noise entering; the climate control system ensures that Dubai’s summer isn’t accompanied by audible engine operation.
Whether it’s a family day out or if there’s more than just two people in the car, bags, shopping, or kids are involved, the Toyota Previa is a useful piece of equipment.
It will accommodate up to seven people, the sliding doors allow loading and unloading in fit-in parking conditions and the boot can take a whole day’s worth of shopping bags or beach equipment without a bag on anybody’s lap.
It’s not a show car, but it’s difficult to find another car that can do what it can.
At any stop where the arrival is the event, such as a high-profile event, a client dinner or any stop for that matter, the Rolls-Royce is in a class all on its own.
The interior of the rear cabin is the most comfortable production car interior on offer, and it’s clear that they are at a hotel entrance or event venue. This is not something that you can do every day, but on days when it’s necessary, nothing else can do the same work.
An SUV such as the Range Rover is well suited for both city driving as well as running or traveling to Abu Dhabi or an outer emirate.
It’s easy to ride on the highway for an intercity trip of 90 minutes and maneuverable enough for the narrower streets of Downtown Dubai. The boot is spacious, the back seats can fold forward and the driver’s seat is raised to offer the rider a better view of the road and track ahead – something that is more important on a touring day than when commuting.
Explain the day’s activities to the booking department and the number of people traveling. They will suggest an appropriate vehicle for a purpose. Express your preference, if any. If you don’t, allow the team to match on the itinerary.
The primary stressor on a chauffeured day is unrealistic schedule. Individuals take the drive time as calculated by Google Maps at 3 AM in the morning when there is no activity on the roads, and then find they are 20 minutes late for their second appointment at 11 AM on a Tuesday when everyone else is on the road.
There’s no traffic in Dubai that is the same every day. It can change significantly from day to day, from hour to hour and even between the same two points on different days and hours.
This is a general outline of how to make time blocks. If the estimate by Google Maps for a trip is 10 minutes, allow 20 minutes for driving in the real world during business hours for any appointment.
If you have to park in the lot, walk from the car to the building entrance, security check and then to the actual meeting room, then plan for an additional 5 to 10 minutes.
Follow with a 10-15 minute cushion for any overs. If your appointment is at 10AM and Google estimates the drive to be 18 minutes, your driver will leave at 9:25AM, allowing for realistic driving and walking time plus buffer.
With the leisure stops, the time is not as critical but the dwell time is more difficult to predict.
Visiting an attraction may require 45 minutes or two hours depending on the length of the queues and the amount of interaction the group has with the attraction.
The time it takes to stop shopping can be as long as 20 minutes or as long as 90. If you’re planning a holiday, you need to plan for the long haul and assume that it will likely change in the second half of the day. That is fine. The driver and car are yours to use for the day and the schedule is flexible.
Record mixed days with hard time blocks with appropriate buffers, and fill in the free time with leisure activities.
If you have a fixed meeting time, such as 2 PM, and a flexible time to meet for lunch or shopping, work backwards from 2 PM to find out when the last flexible stop should end. It helps you maintain your commitments, and leaves time for the spontaneous moments of the day.
There is a plan for each day and there is reality at some point, every day.
Meetings overrun. Appointments get cancelled. The restaurant is found to be closed on Tuesdays. Family members observe an interesting item and wish to add a stop.
The issue is not if the plan will evolve, but at how fast the transport evolves.
The adaptation is instant with a car and driver service. You inform the driver or send a message to the dispatch team and the route is recalculated.
If the 11 AM meeting isn’t held, the driver moves to the next stop. If the driver desires to make a detour to the shop that he/she just passed by, he/she stops the car.
Before you finish the sentence, the afternoon appointment changes from Business Bay to Jumeirah and the map is drawn of the new route.
This responsiveness is incorporated in the service model. Unlike the pre-booked taxi or bus shuttle the driver does not have to stick to a fixed route.
The dispatch team is not operating a “shared schedule” like the ride-hailing industry does. You have a car, driver and dispatch for your day. They change along with the change of your day.
What we’re saying here is simple: don’t over-think and over-prepare the plan. Establish the right shape, position the fixed points, and embrace the movement of the connective tissue elements that form the shape. That is normal and the service will cope – just a bit better.
One of the benefits of having a driver in the car but not using it, is the time spent in the car between stops.
On a business day, when one meeting ends and another begins, there is no dead time. It’s not a time for preparation. You may review your notes for the next meeting, take a call you couldn’t take at the meeting, respond to emails you have received while your phone was on silent, or just sit back, think and take a deep breath before the next meeting.
The car is an enclosed, climate controlled workspace. The driver doesn’t require any discussion. The cabin is quiet. You’ve got a power supply for your mobile phone or laptop.
Need 15 minutes of silence prior to a challenging meeting? You have it!
But for when it’s time to make a video call, the back of a well-equipped sedan offers privacy and a backdrop to make it without embarrassment.
Riding with a driver around the stops is the biggest improvement that business travellers make when they change from ride-hailing to a car with driver.
On rest days, the time between stops is not used for “rest.” It is rest time.
The air-conditioned vehicle is used to replenish the group’s energy after 2 hours walking in an attraction, or a souk. Children can nap. For adults: Photos can be reviewed. Water and cooling down is available for all.
These recovery windows are integrated into the rhythm when the car is yours for the day, not when they don’t fit in.
If you’re in the hotel, the vehicle will stand by at the hotel entrance.
Our hotel standby car and driver service waits for you at your hotel with the car and driver ready to go when you leave the hotel. There is no waiting time of 10 minutes for cars. No call to dispatch! Standing in lobby by door. You leave, the car comes out and you go.
This is suitable for days when it is not known when the plane will be leaving.
Who doesn’t like a car to pick them up at the hotel if the morning starts at the end of the day, especially if you have a breakfast buffet?
When the morning starts when the night ends, you’ll never have to guess again if you have a standby car. The driver waits. When you’re ready to leave, you do.
If returning time is based on the end of the day or if the children get tired, the same applies at the end of the day.
The car parks within the hotel’s limousine area, not the general car park, for visitors staying at the five-star properties.
The hotel concierge and the driver sync up so that the car is in place at the portico before you get to the lobby.
This may seem insignificant, but it’s a detail that makes the difference between a trip to the airport and a ride you arranged on the cell phone at the lobby.
Some days are Dubai start ‘n’ end ‘n’ move on, so to speak. A meeting in Abu Dhabi, a site visit in Sharjah and a lunch in Ajman.
These inter city runs are done in conjunction with our Dubai to Abu Dhabi car service. The driver picks you up from your starting place in Dubai, and then takes you to your appointment in Abu Dhabi, while you’re inside, or at an agreed-upon time.
Exactly the service, driver and vehicle you would receive within the city.
There are some differences in planning for intercity days.
The road distance from Dubai to Abu Dhabi is 60-90 km and the time taken to reach Abu Dhabi from Dubai by highway is 60-90 minutes depending on the traffic and origin-destination.
For an appointment at 10 AM, if you are from Dubai, you should get off the highway by 8:15 AM at the latest, to make it to your appointment on time. Give yourself a 15-minute cushion; you’ll be out of the door at 8:00 AM.
If it’s the same day that you stop in both cities, then the order is important.
For those who have a meeting in the morning in Abu Dhabi and an afternoon one in Dubai, it is normally quicker going back at midday than coming back early in the morning.
When both meetings are in the afternoon, that can be a possibility, albeit it will depend on actual traffic conditions, not on a map.
The dispatch team will take care of this calculation during the booking process. Let them know where and when they are going to meet and they will let you know if it’s feasible or if something has to change.
This is better known in the morning than finding out on the E11 motorway with 40km to go.
The ideal car-to-driver communication is kept to a minimum but is still clear.
The first stop and general plan are confirmed at the beginning of the day by the driver. A short stop-to-stop conversation takes place at every stop after the first to discuss the length of time you are to be in the building and where you are to be picked up.
In between stops, the driver is quiet unless you start a conversation or unless there is something of which you need to know, such as a road closure up ahead or a recommendation for a different route.
You don’t have to oversee the driver’s conduct like you would the taxi driver. Itinerary to be followed by driver. Dispatch is monitoring.
When a car is not seen when exiting a building, use a quick message to the driver to bring the car about in 1 or 2 minutes.
One message to the driver is sufficient in case of being late at a stop. Explanations, apologies and negotiations are not required. Adjusts and waits for driver.
If you use the car for business trips, it is best to explain to the driver at the beginning of the day that there are likely to be calls at those times and that they would like to be listened to, but not spoken to.
Most professional chauffeurs take it for granted that this is the case, however it is important to state it.
Likewise, if you want music on/off, or the air conditioning to be on/off at a certain temperature, or you have a route preference, say so once and it’s written down for the day.
If travelling as a ‘Group’ or ‘Family’ designate a nominated individual with the Driver.
If several members of the family are giving conflicting information about the next destination or when it is to take up, then it is very easy to become confused, which can be avoided with just one channel.
7:30 AM airport pickup. Get to DIFC by 8:45. First meeting 9:00 to 10:30. Driver parking in the parking structure of the DIFC.
Ride to Business Bay, by 10:55. Second meeting 11:00 to 12:30. Driver moves to Business Bay canal.
Lunch at local restaurant 12:45 – 2:00. Travel to Downtown hotel, sign in at 2:15-3:00. Car Driver waits at hotel entrance.
Make a drive to Jumeirah for dinner at the venue – arrive by 7:15 pm. Guest’s pick up from the hotel is at about 10:00 pm, which is when the driver will return him/her to the hotel.
Total duration of travel: ~14.5 hours over 6 stops.
9:00 AM hotel pickup. Take a car to Dubai Aquarium and Underwater Zoo and arrive at 9.30. Visit until 11:30.
Get to Gold Souk, Deira by 12:00. Browse until 1:00 PM.
Go to a restaurant and have lunch at Al Fahidi till 2:30 pm. Traffic will go to Jumeirah Beach and will reach there by 3:00.
Beach time until 5:00. Arrive in Dubai Marina, by 5:30 for dinner. Dinner until 7:30. Check-in to hotel before 8:00 PM.
Duration: approx 11 hours total in 6 stops.
8:30 AM home pickup. Go to Government Services office which is about 45 minutes away.
Travel to the bank, stop for 20 minutes. Carry out the modification for a proper, 15-minute period.
School will be closed for lunch at 12:30 PM. Drive home, drop children!
Go to supermarket, shopping 20-30 minutes. Please be home by 2:30 PM.
Total duration: about 6 hours, taking breaks at each stop, duration varies.
4:00 PM hotel pick-up, in a Rolls-Royce. Drive to a location for taking photographs at Madinat Jumeirah. Photos until 5:30.
Make sure to arrive at ceremony site by 6:00. Wedding and reception in the one location.
The departure is at 11:30 PM, Driver holds till then. Be sure to arrive at the hotel before midnight.
Approximate time: 8 hours, with longer waiting times and a premium vehicle required.
Make reservations at least 24 hours in advance for “full day” case loadings. Bookings can be done on a same-day basis, depending on availability of vehicles.
If you are driving a particular car, such as a Rolls or a big SUV, 48 hours is better.
If you are intending to use a car with driver in Dubai regularly, you can arrange to have the same driver for your car, by creating a recurring booking.
It is better to send the list of stops, times and any notes with the WhatsApp message than to send them by phone as this can be referred to throughout the day by the driver and the dispatch team.
If any changes are made, update the same thread in the message list to ensure everyone is based on the same plan.
Always bring an extra battery charger in case the car doesn’t have one.
So if you take the phone out for a two-hour meeting it’s not ideal if you are relying on the car charger for the 10 minutes between stops.
Carry a battery charger with you in case of a power outage.
Inform the driver about the nature of your luggage when booking!
When traveling from the airport with two large suitcases, one carry-on and a laptop bag, the vehicle must have that much space in the boot as well.
If you have a shopping day in mind and are looking to fill up bags all day, make it clear as you approach the task so that the right vehicle is allocated from the beginning.
When booking, if you have any food allergies or preferences, please let us know regarding the water that is provided.
Most professional car services provide the water by default in the vehicle and if the water is requested, they are not hesitant to provide.
Business travelers should bring an extra tie or a mini-grooming kit in the car.
Five hours and four stops in the heat can make for a noticeable difference, if a break is taken before the final meeting of the day.
Your mobile base is the car. Use it as one.
A minimum of 24 hours is recommended. The team will be able to ensure you have the correct car fitted and driver for your hire for premium cars or peak season dates if you book 48 hours ahead.
Yes. Contact the driver/dispatch during the day and the booking is extended for the same hourly rate.
The time estimated won’t be too short, leaving you without a car.
On any given day if you have three or more stops of waiting time, you’ll almost always have a better deal with a full day, hourly booking.
Prices are charged per leg of an individual ride, and do not cover the time spent at stops.
Yes. For the whole day you are to be assigned one driver to your booking. They accompany you all the way from the first pick up to last drop off.
We have a number of our drivers who know the city well enough that if you ask they will be able to give you some ideas.
They are not tour guides but they can help tell you where to go for a decent meal before your next appointment, or where to enter an attraction if they’re too noisy.
If you cancel 12 or more hours before your booking time, there will be no cancellation fee.
If it is a change that needs to be made on the same day, please contact the dispatch and dispatch will liaise with you to find a solution.
Yes. When making reservations, please indicate the age of the children and the correct child seat or booster seat will be installed in the car prior to pick up.
This is offered for free!
If you have a day planned that you’re thinking of doing more than an A-to-B trip, White Line Limousine LLC can plan, drive and adjust the day.
Book by phone, WhatsApp or our website and let us book your transport, so you can concentrate on the day.
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