A Travel Agency's Guide to Arranging Tourist Transport in Costa Rica

For travel agencies and tour operators building Costa Rica itineraries, ground transport is often the element that requires the most coordination. Distances are manageable, but road conditions, transfer connections, airport timings, and passenger-specific needs — child seats, luggage volume, accessibility — all require precise information to quote and confirm correctly. This guide covers the transport services available through Faro Travel, what information to include when requesting a quote, and what to verify before confirming a booking.

Transport services available through Faro Travel

Faro Travel operates and coordinates the following ground transport services for Costa Rica itineraries. Each has a different profile in terms of flexibility, capacity, and the type of itinerary it suits best.

Private transfers

A dedicated vehicle and driver for the group, operating on the agreed schedule. Private transfers are the standard choice for families, groups with specific timing requirements, passengers with significant luggage, or any itinerary where flexibility matters. The vehicle is not shared with other passengers. Departure time is confirmed with the client. Routes commonly operated include airport arrivals and departures, inter-destination transfers across the main tourist circuit, and hotel-to-hotel connections.

Premium transfers

A premium transfer tier is available for agencies and clients who require a higher service level. The specific inclusions and vehicle category differ from the standard private transfer. To confirm what is included in a premium transfer for a specific route or client profile, contact us directly — we will provide the details for the service as it applies to the itinerary in question.

Shared shuttle services

Scheduled departures on fixed routes connecting the main tourist destinations. Shared shuttles operate on set timetables and pick up passengers from multiple hotels along the route. They are a cost-effective option for individual travelers or small groups without specific timing requirements. Capacity is limited and advance booking is required, particularly during high season. Shared shuttles are not suitable for groups with large luggage volumes or passengers requiring guaranteed departure times.

Arenal Lake Crossing

The connection between Monteverde and La Fortuna via Lake Arenal combines road and boat transport. The crossing takes approximately 3 to 4 hours and is available in both shared and private configurations. The shared version operates on scheduled departures; the private version uses dedicated vehicles on both sides of the lake with a bilingual guide and flexible timing. The lake crossing is the standard route between these two destinations and is included in most multi-destination itineraries that combine the cloud forest and the Arenal area.

See the Arenal Lake Crossing guide and the Monteverde to La Fortuna transport guide for detailed route information.

Adventure transfers

A transfer format that combines transport with a stop at a scenic or activity point along the route. Suitable for groups that want to add an element to what would otherwise be a straightforward transfer. Availability and routing depend on the specific itinerary — contact us to confirm whether an adventure transfer is viable for a given route.

Information required to request a quote

An accurate quote requires complete information. Incomplete requests result in provisional pricing that may change when details are confirmed, which creates problems downstream. The following information is needed for every transport request:

• Travel date and departure time (or preferred time window)
• Origin: full hotel name and destination (town or area is not sufficient — the specific property matters for pickup logistics)
• Destination: full hotel name and destination
• Number of passengers: adults and minors separately
• Ages of all minors (required to determine child seat requirements)
• Luggage: number of suitcases, backpacks, and any oversized items (surfboards, dive equipment, strollers)
• Flight information: for airport transfers, the flight number, airline, and scheduled arrival or departure time
• Any accessibility requirements or mobility considerations
• Service type preference: private, shared, or lake crossing

Coordinating arrivals and airport transfers

Airport transfers require more coordination than inter-destination transfers. For arrivals at Juan Santamaría International Airport (SJO), the following applies:

• Provide the flight number and scheduled arrival time when requesting the quote. This allows the driver to monitor the flight and adjust for delays.
• Confirm the meeting point at the airport when the booking is confirmed — the pickup area for private transfers is outside the arrivals hall.
• For early morning or late night arrivals, confirm in advance whether the destination hotel has 24-hour reception or a late check-in procedure.
• If the group has a connecting domestic flight or a same-day onward transfer, allow adequate time between the international arrival and the next departure. Immigration and baggage claim at SJO can take 60 to 90 minutes during peak periods.

For departures, confirm the departure time with the client and work backwards from the scheduled flight time. International check-in at SJO typically requires arrival 3 hours before departure. Factor in road conditions and the distance from the origin hotel.

Coordinating multi-destination itineraries

Most Costa Rica itineraries involve 3 to 5 destinations and an equivalent number of transfer legs. Coordinating these efficiently requires a few consistent practices:

• Send all transfer legs together when possible. A complete itinerary allows us to flag any timing conflicts, tight connections, or routing issues before they become problems.
• Confirm hotel names and locations for every leg — not just the first and last. A hotel name that appears in two destinations (e.g. a chain property) needs the specific location confirmed.
• For itineraries that include the lake crossing, note that the crossing operates on a schedule. If the client has a fixed departure time from Monteverde or La Fortuna, confirm that the crossing timing is compatible before finalising the itinerary.
• Build in buffer time at connection points. A transfer that arrives at 12:00 and a tour that departs at 13:00 leaves no margin for delays. A 90-minute buffer is a reasonable minimum for inter-destination connections.
• Confirm check-in and check-out times with the hotels. Some properties have strict check-in times that affect transfer scheduling, particularly for early arrivals.

Families and groups: specific considerations

Child seats

Costa Rican law requires child seats for children under 12 years of age or under 1.45 m in height. For private transfers, child seats must be requested in advance — they are not standard equipment in all vehicles. Provide the age and approximate weight of each child when requesting the quote so the correct seat type can be confirmed. For shared shuttles, child seat availability varies by operator and must be confirmed at the time of booking.

Groups

Groups of 8 or more passengers typically require a minibus or larger vehicle. Confirm the passenger count and luggage volume when requesting the quote — a group of 10 with large suitcases has different vehicle requirements than a group of 10 with backpacks. For groups with mixed transport needs (e.g. some passengers on a shared shuttle and others on a private transfer), request each leg separately with the relevant passenger details.

Accessibility

If any passenger has mobility limitations or requires specific vehicle features, include this in the initial request. Vehicle availability for accessibility needs varies and must be confirmed before the booking is finalised.

What to confirm before finalising a booking

Before confirming a transport booking with the client, verify the following:

• Pickup point: full hotel name and address, confirmed with the property
• Drop-off point: full hotel name and address
• Departure time: confirmed and communicated to the client
• Vehicle capacity: sufficient for the passenger count and luggage volume
• Child seats: confirmed if required
• Flight number: included for all airport transfers
• Service inclusions: what is included in the transfer (e.g. bilingual guide for premium lake crossing, meet-and-greet at airport)
• Cancellation and modification conditions: confirmed and communicated to the client before payment

Quote request template

The following template can be copied and completed when sending a transport request to Faro Travel. Sending complete information in the first message avoids back-and-forth and speeds up the quoting process.

• Travel date: [DD/MM/YYYY]
• Service type: [Private / Shared shuttle / Lake crossing / Adventure transfer]
• Origin: [Full hotel name] — [Town/Area]
• Destination: [Full hotel name] — [Town/Area]
• Preferred departure time: [HH:MM] or [time window]
• Passengers: [X adults] + [X minors, ages: X, X, X]
• Luggage: [X large suitcases] + [X carry-on/backpacks] + [any oversized items]
• Flight details (airport transfers only): [Flight number] — [Airline] — [Scheduled arrival/departure: HH:MM]
• Child seats required: [Yes / No — if yes, ages and weights]
• Accessibility requirements: [None / Details]
• Additional notes: [Any relevant information]

Transport page and contact

The Faro Travel transport page provides an overview of available services and routes. For agency inquiries, use the contact form on the transport page or reach us directly via WhatsApp or email. Include the word "agency" or "operator" in your message so we can route it to the right team.