Plans must be made for them to be picked up at the airport by an impartial party and taken to their hotels. Sometimes several trips to the airport are required over a day or two, so it's a good idea to have more than one person and vehicle assigned to this duty. But do make sure that somebody meets your judges when they arrive. Stories abound of judges arriving at airports in strange cities to find nobody there to greet them, and no transportation arrangements made. These are the indiscretions that leave a lasting impression upon visitors.
Common courtesy dictates that judges be treated with consideration.
While you are arranging for the judges to be picked up, you had better make sure that the hotel has confirmed your reservations for them. In fact, assuming you've made the required reservations months in advance, it is a good idea to keep in touch with the hotel on a regular basis throughout the year. Even a written confirmation of reservations is not always insurance against their loss or cancellation. One of those little added extras judges appreciate is a welcome basket waiting for them in their room. Usually it will contain an assortment of fruit, juices, crackers, cheese and other snacks not always readily available at hotels.