When an agent books the car rather than the traveller, two things change. The information has to travel one extra step, from you to us and from us to the client, and any gap in it lands on your name. And the client usually assumes that because an agent arranged it, everything about the ride is settled: the meeting point, the luggage, the child seat, the bridge.
This guide from the reservations desk at NiagaraFallsLimo.net is written for agents and advisers sending clients to Niagara Falls, Niagara-on-the-Lake and the cross-border region. It covers what to collect from the client, what to forward and when, the terms you should repeat word for word, and what we can and cannot tell you about commission on this page.
How should a travel agent book Niagara ground transport for a client?
Book it on the NiagaraFallsLimo.net online booker in the client's name: enter the airport and flight number, the hotel, the vehicle and extras, and pay. The fixed fare appears before payment. Pearson to the Falls is about 122 km (76 mi), usually 1 h 30 – 1 h 45 off-peak. Forward the email confirmation to the client.
Agencies that book regularly should also read our travel agencies page and the travel desk, which explain how repeat business is handled.
The seven details that make or break a transfer
Most problems with agent-booked transfers come from missing information, not from the drive. Collect these before you open the booker.
- Passenger names as they will appear on the name board. For meet and greet, use the name the client will recognise in a crowd. If the booking is for a couple with different surnames, choose one and tell them which.
- The flight number, not just the arrival time. Airport pickups are flight-tracked, which only helps if the number is right. Code-share confusion is common; use the operating carrier's number where you can.
- The arrival airport. Toronto Pearson (YYZ) and Buffalo Niagara International (BUF) are both normal for Niagara. Pearson is about 122 km from the Falls (see our Toronto Pearson transfer page); Buffalo is about 42 km (26 mi), usually 45 minutes plus the border crossing.
- The hotel's current name and address. Niagara hotels have been renamed recently. Embassy Suites Fallsview became the Hyatt Regency Niagara Falls Fallsview on 1 April 2026, and the former Crowne Plaza on Falls Avenue is now The Brock Niagara Falls-Fallsview, a Tapestry Collection by Hilton hotel. Older vouchers still carry the old names. Use the street address to be safe.
- Luggage, honestly counted. A Standard Sedan carries 2 large bags; an SUV, 6. A Sprinter carries carry-on bags only. Golf bags, strollers and ski bags count.
- Children's ages and sizes. Child, toddler and booster seats are booker options. Add them to every leg.
- A mobile number that works in Canada on arrival. Clients from overseas often switch roaming off. Note it, and tell the client to switch it back on when they land.
What to forward to the client, and when
The booker sends the confirmation by email. Forward it to the client in full, and add three lines of your own so nothing is left to inference.
- Where they will be met. If you added meet and greet, the chauffeur waits inside arrivals with a name board; our meet and greet page describes it and the journal post on what meet and greet at Pearson includes covers the details. Without it, Toronto Pearson's pre-arranged services page lists the pickup points as Terminal 1 Door A and Terminal 3 Door A.
- What to do if the flight is badly delayed or diverted. Flight tracking covers delays; a diversion to another airport is a new trip and the client or you should contact the desk.
- That the fare is already settled. Clients from countries where drivers are paid in cash on arrival sometimes try to pay again. Tell them it is prepaid.
Send it twice: once when you book, and again 48 hours before travel, when the client is actually reading travel emails.
Book a client transfer and see the fixed fare
Commission and how agents get paid
We do not publish commission terms on journal pages, and we will not guess at them here. Agencies that book with us regularly should raise it with the reservations desk through the travel agencies page, and nothing is agreed until the desk confirms it in writing.
What we can say is how agents in practice handle ground transport when it is not commissionable: some add a disclosed service fee to the client's invoice, some include the transfer at cost as part of the package value, and some let the client book directly using a link the agent sends. Whichever you use, be transparent with the client. If you sell travel from Ontario, you are a registrant of the Travel Industry Council of Ontario, which administers the Travel Industry Act, 2002, and your own disclosure obligations still apply when ground transport is part of what you sell.
The terms to repeat exactly
Paraphrasing a cancellation policy is the fastest way to an unhappy client. Copy these into your itinerary as written, counted from the scheduled pickup time:
- more than 72 hours' notice: no charge
- 72 hours or less: 10%
- 48 hours or less: 50%
- 24 hours or less, or a no-show: 100%
Proms, long weekends and big weddings may carry a different deadline, which is printed on the confirmation; check it before you quote it.
Two other points worth stating: there is no drinking in our vehicles (Niagara Region's vehicle-for-hire by-law forbids it), and prices are fixed at booking, so there is no meter or surge on the day. Our general guide on how to book a limo covers the rest.
Building a multi-day itinerary leg by leg
A typical Niagara itinerary has more ground legs than clients expect: the arrival, a winery afternoon, a dinner on the far side of town, perhaps a day in Niagara-on-the-Lake, and the departure. Book each one as its own trip rather than one long booking. Each leg then has its own confirmation, its own vehicle and its own cancellation clock, so a rained-off winery day does not disturb the airport run.
A few patterns work well for agents:
- Arrival and departure first. These are the legs with flights attached and the least room for error. Book them the day you confirm the hotel.
- "By the hour" for touring days. A day in wine country with several stops is easier as an hourly booking than as a string of point-to-point rides. Our wine tour service explains how those days run.
- Leave evenings flexible. Clients often decide on dinner after they arrive. The Fallsview hotels are close to most restaurants, and a short taxi or a walk is often all they need.
Niagara-on-the-Lake is about 24 km (15 mi) from the Fallsview hotels, usually 30 minutes, so a client staying in either place can reach the other for a day without changing hotels.
Clients crossing the border
Many clients land at Buffalo and stay in Ontario, or stay in Ontario and visit the American side. The chauffeur crosses the bridge with them, which is normal service. Responsibility for documents sits with each passenger, and you are the person best placed to remind them.
- Visa Waiver travellers need an approved ESTA before a US land crossing, according to CBP's I-94 page.
- NEXUS lanes help only if everyone in the vehicle, including the chauffeur, is a NEXUS member carrying their card, under the CBSA's NEXUS rules. A client's NEXUS card alone does not change the lane.
- Never promise a crossing time. Build an hour of slack into any itinerary with a timed attraction or dinner on the far side.
Our Buffalo Niagara airport page explains the BUF to Ontario transfer.
Chauffeur vs rideshare vs taxi for this trip
| Mode | Door-to-door time | Cost note | Luggage | Best for |
|---|---|---|---|---|
| Pre-booked chauffeur | Pearson to Fallsview about 1 h 30 – 1 h 45 off-peak | Fixed fare via booker, prepaid | Sedan 2 large, SUV 6 | Overseas arrivals, families, VIPs, cross-border |
| Rideshare | Depends on pickup wait and driver | Surge pricing at busy times | Varies by car | Experienced travellers comfortable with apps |
| Taxi from the rank | Queue time plus drive | Metered | Trunk varies | Short local hops, not long airport runs |
| Airport bus or coach service | Scheduled departures, stops en route | Published fares | Standard bags | Solo travellers on a budget |
| GO train via Union Station | Several connections | GO fare | Carry your own | Light travellers with time to spare |
The honest verdict. A seasoned business traveller with one carry-on and a working phone will be fine with a rideshare from Pearson, and you do not need to sell them a car. Where you add value as an agent is with clients who would be anxious in an arrivals hall: first-time international visitors, older couples, families with car seats, honeymooners arriving late, anyone crossing a border, anyone you want to impress. For them a named chauffeur and a settled fare are part of the product.
Booking it with NiagaraFallsLimo.net in 3 steps
- Enter the pickup and drop-off. Airport and flight number, or a hotel, winery, bridge or home address, plus date and time.
- Choose the vehicle. Each class shows its fixed fare; choose by passengers and bags, not by label.
- Add the client's details and pay. Passenger names, bag count, child seats, meet and greet, any wheelchair; pay securely and forward the email confirmation. Start on the booker.
Reserve your client's chauffeur
Who this suits
Individuals travelling for business get a known car and a receipt. Couples on honeymoons or anniversaries get a quiet, private arrival. Families get car seats in place before they land. Groups of up to 12 fit an Executive Sprinter for carry-on-only legs, and larger parties can be split across vehicles. Agents planning multi-day tours should also read the post on tour operators subcontracting private cars, and the post on hotels partnering with a chauffeur service explains the concierge side.
Frequently asked questions
Can I book in my client's name and pay with the agency card?
Yes. Enter the client as the passenger and use the agency's payment card. The email confirmation goes to the address you enter, so use the agency email and forward it to the client, or enter the client's email if you want them to receive it directly.
Do you pay commission to travel agents?
Commission terms are not published on this page. Agencies that book regularly should contact the reservations desk through the travel agencies page; any arrangement is only in place once the desk confirms it in writing. Many agents also add a disclosed service fee to the client's invoice instead.
What happens if my client's flight is delayed?
Airport pickups use flight tracking, so the chauffeur adjusts to the actual arrival time when the flight number is correct. If the flight is diverted to a different airport or cancelled and rebooked to another day, contact the desk; that is treated as a change to the booking.
Can the chauffeur meet my client inside the terminal?
Yes, if you add meet and greet in the booker. The chauffeur waits inside arrivals with a name board. Without it, the pickup is at the airport's designated pre-arranged area; at Toronto Pearson those are Terminal 1 Door A and Terminal 3 Door A.
How do I price ground transport into a package?
Enter the exact trip in the booker before you quote the client. It shows the fixed all-in fare for that pickup, drop-off and vehicle. Because the fare does not change with traffic or demand, you can put it into the package price with confidence.
What documents should I tell clients to carry for a border crossing?
Each passenger needs their own valid documents for the country they are entering. Visa Waiver nationals need an approved ESTA for a US land crossing, and visa-required nationals need a visitor visa to enter Canada by land. Send clients our international visitors border page so they can check before travel.
Can you handle a client arriving on a private jet?
Yes. Private-jet terminals are normal pickups. Our private jet and FBO transfers page explains how these work. Enter the FBO name and the tail number or flight details in the booker so the chauffeur knows which aircraft to meet, and add any discretion requests in the notes; chauffeurs are discreet and NDAs are available on request.
