A Tbilisi airport pickup is supposed to be the simplest piece of an itinerary. Half the time it isn’t. Here’s what we’ve learned from running pickups every day, written for the people doing the bookings.
The airport is closer than you think
Tbilisi International (TBS) sits 17 kilometres southeast of the city centre, and the terminal expansion due to finish in 2027 will not move it. The drive is 20 to 30 minutes off-peak. Peak times push it to 40 to 50. Compared to most capitals, that’s a short transfer.
Guests arriving from longer hauls often expect a Heathrow-style hour-long crawl. Build the lower expectation in your communication. It makes you look generous when the car arrives at the hotel sooner than promised.
The early-morning question
The first question worth asking is what time the flight lands or departs.
Pickup flights before 7am or departure flights before 9am are the trickiest slot. Two reasons. First, the road is empty and the drive is genuinely 18 minutes, which means the buffer evaporates if anything goes wrong. Second, most chauffeur services use the same shift pattern and the same handful of cars in that window. If a guest needs absolute reliability for a 5am pickup, that booking goes to whoever has a fresh driver and a car staged the night before — which is the tier our Tbilisi airport transfer service is built around. It costs more. It should.
Late-night flights (arrivals after 11pm) are the second-trickiest. The terminal is quiet, baggage takes about as long as the daytime, but if there’s a delay the guest is tired and the buffer is gone. We hold the curb for late-night pickups even if we know the flight is delayed. Cheaper services don’t.
What “flexible pickup” actually means
Half of concierge briefs say “flexible pickup window.” That phrase covers two different scenarios that need different handling.
Scenario A: the guest knows their flight and wants the car to be there when they walk out, even if customs is slow.
Scenario B: the guest’s plans haven’t been finalised and they might land within a 4-hour window.
For Scenario A, you don’t actually need flexibility from the chauffeur. You need them to be tracking the flight in real time. Any decent service does this; what you want to confirm is that the driver gets a push notification of delays without you having to call them.
For Scenario B, you want a chauffeur on call who can be at the airport within 30 minutes of confirmation. That’s a different price tier. Don’t blur the two; you’ll either pay too much for A or be unhappy with B.
A short list of things that go wrong
After a few hundred pickups, a pattern emerges. The same five things go wrong:
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Flight delays the guest didn’t communicate. They got bumped to a later flight and forgot to update the concierge. Solution: the chauffeur should track flight status independently, not rely on the booking time.
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Guest exits through the wrong arrivals. Tbilisi airport has two: the regular arrivals hall and a separate VIP arrivals. A guest can come out either one. Our driver confirms which the guest is using before the flight lands, then texts them on arrival. Smaller services blame the guest.
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No signage with the guest’s name. Some guests don’t want their name on a sign for privacy reasons. Agreed in advance and the driver greets them by description.
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Wrong destination. Hotel name confusion (Tbilisi has several hotels with similar names; Stamba and Rooms, both Adjara properties, sit side by side in the same complex and are frequently swapped). Confirm street address, not just hotel name; our running list of the Tbilisi hotels we drive to most exists partly for this reason.
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Currency surprise on a paid-on-arrival booking. Tbilisi prefers Georgian Lari for small payments; the airport changers offer poor rates. Settle the chauffeur fee in advance, in writing, in the booking currency. Don’t ask the guest to pay cash on arrival.
Booking: how concierges do it
The concierges and corporate travel managers who work with us tend to follow a simple pattern.
For business travellers on regular routes, they have a standing arrangement — the shape of our multi-day and corporate chauffeur service: the same car class from the same small fleet, the same payment terms, billed monthly. No friction. Where the arrangement covers a week of driving rather than a run of airport runs, what a multi-day booking actually asks of a chauffeur is a different brief again.
For one-off VIP arrivals, they brief us a day in advance — with the same fields we set out in the booking brief we ask concierges for: flight number, guest name, special preferences (water, music off, language preference for greeting), hotel exact address, return transfer dates if known. We confirm the driver’s name and direct phone number back to them. The guest gets a separate text from the driver an hour before pickup.
For wave arrivals (a group landing on different flights within an afternoon), they book multiple cars and a coordinator. The coordinator is at the airport, the cars rotate. Where the party travels on together afterwards, the V-Class changes that arithmetic and one vehicle replaces two. This is a different conversation; if you’re in this scenario, write to us with the manifest and we’ll quote.
A short closing note
The thing we’ve learned: airport transfers are not really about the driving. The driving part is 25 minutes. The booking, the buffer, the tracking, the not-blaming-the-guest, the staying calm when the flight is two hours late. That’s the work. Most of the guests we collect are not staying in the city either: the two routes they ask about on the drive in are the wine roads of Kakheti and Kazbegi up the Military Highway. If you’d like a chauffeur arrangement for regular or occasional Tbilisi pickups, write to bookings@soitblack.com or send us the dates.