The quick answer
A Heathrow or Gatwick group transfer works when the booking names the terminal, the flight number, a mobile contact, and a vehicle sized for people and bags. Coach Hire Network matches that brief to a licensed operator. The driver meets the group at an agreed set-down, because both airports restrict how long a coach can wait on the forecourt.
Key takeaway: bags take space that seats do not. A full coach of people with hold suitcases needs a luggage calculation, not just a headcount.
What size vehicle do you need?
| Group | Usually book |
|---|---|
| Up to 8, light luggage | Executive car or small minibus |
| 9 to 16, cabin bags | Minibus |
| 9 to 16, hold suitcases | Minibus, and ask about a trailer |
| 17 to 32 | Midi coach |
| 33 or more, or heavy luggage | Standard or large coach |
The wider comparison is in the group airport transfers guide and the minibus vs coach guide. From-prices for a full day sit in the 2026 price guide. An airport transfer is usually priced on the run and any agreed waiting, not as a full-day hire.
Where the driver meets you at Heathrow
Heathrow has four passenger terminals: 2, 3, 4 and 5. Check which one the flight uses on Heathrow’s which-terminal page, then read the matching note in the terminal guides. A coach cannot wait indefinitely outside arrivals. Agree a set-down and a mobile number so the driver and the group lead can find each other if the flight lands late.
What to put on the booking
- Terminal number, not just “Heathrow”.
- Airline and flight number, inbound or outbound.
- Whether this is arrivals, departures, or a hotel collection first.
- A UK mobile that will be switched on at the terminal.
Request the vehicle on the Heathrow coach hire page. If anyone in the group uses a wheelchair, add that now and follow the wheelchair accessible coach hire guide.
Where the driver meets you at Gatwick
Gatwick has North Terminal and South Terminal. Use Gatwick’s which-terminal page and the airport maps before you tell the driver where to wait. The terminals are separate buildings. Meeting at the wrong one means a shuttle ride the timetable did not allow for.
The same rule applies as at Heathrow: name the terminal, the flight and a mobile number. Book from the Gatwick coach hire page.
If the flight is delayed
Give the flight number so the operator can follow the arrival. Forecourt waiting is limited, so the quote should say how long the driver will hold and what a longer delay costs. A group that clears baggage an hour late still needs a vehicle, but that time is not free by default.
Outbound, build in terminal time. Security queues are not the driver’s problem to solve by arriving early and sitting on a restricted road. Agree a departure from the hotel or office that still leaves a sensible margin.
What to send with the enquiry
- Airport and terminal, or the flight number if the terminal is not confirmed yet.
- Date, landing or departure time, and the other address.
- Passenger count and a note on hold luggage versus cabin bags.
- Any wheelchair or extra boarding time.
- A mobile number for the group lead.
Heathrow and Gatwick transfers: frequently asked questions
Where does the driver meet a group at Heathrow?
At the terminal you name, at an agreed set-down rather than by circling the forecourt. Heathrow has Terminals 2, 3, 4 and 5. Put the terminal, flight number and a mobile number on the booking, and use Heathrow’s terminal guides if you are not sure which building the flight uses.
Where does the driver meet a group at Gatwick?
At North Terminal or South Terminal, at a named meeting point. The two terminals are linked by a shuttle, so the wrong one costs the group time. Confirm the terminal from Gatwick’s which-terminal page before you travel.
What size vehicle do we need for an airport group?
Count people and bags separately. A 16-seat minibus suits a small group with cabin bags. A standard coach is the usual choice from about 30 people, or sooner if everyone has a hold suitcase. One seat per person, including staff, and luggage space on top of that.
What happens if the flight is delayed?
Send the flight number so the operator can watch the arrival. Airports limit how long a coach can wait on the forecourt, so agree in advance how long the driver will hold and what happens if the flight is late. Do not assume unlimited free waiting.
Sources and further reading
- Which terminal am I flying from? (Heathrow)
- Heathrow terminal guides
- Which terminal? (Gatwick)
- Gatwick airport maps
- Group airport transfers
- Heathrow coach hire
- Gatwick coach hire
Send the terminal, the flight number and the bag count. We will match a vehicle that can take the group and wait where the airport allows.
About this guide
This guide is written by Coach Hire Network, which has arranged coach and minibus hire with professional drivers since 2014, including airport group transfers, through licensed operators across the UK.