Separate visit approval from travel bookings
Having flight and hotel documents does not mean entry to the destination site is approved. Ask the host to confirm the visit date, expected visitors and entry process. Track that confirmation separately from transport documents.
Identify the correct entrance
A site may have separate office, staff and delivery entrances. Obtain the visitor entrance address and vehicle drop-off point from the host. Add the confirmed location to the transfer brief instead of relying only on the site's name in navigation. Identify the contact to call on arrival.
Ask the host about preparation
Do not guess requirements for registration, clothing, equipment or device use. Obtain the applicable information directly from the site and use its appropriate channel if personal documentation is required. Allow for entry procedures separately from the meeting itself.
Inform both teams when plans change
Tell both the host and the transport coordinator if the flight or visit schedule changes. Include the confirmed entrance and waiting arrangements in the brief shared with KUNET. Do not present site access permission as a guarantee included in a travel reservation.
