The FIFA World Cup 2026 will be unlike any previous sporting event in scale, geography, and logistical complexity. With matches spread across 11 U.S. host cities, millions of passengers will rely on passenger transportation companies to move them between airports, hotels, stadiums, and fan zones. As demand surges, some carriers may choose to farm out work—assigning trips to another operator—or take on farmed-in trips, performing service on behalf of another company.
While these arrangements can address capacity needs and generate meaningful revenue, they also introduce serious operational, legal, and reputational exposures. Without clear farm-in and farm-out protocols in place from the outset, companies risk turning growth opportunities into costly liabilities.
CORE ELEMENTS OF A DISCIPLINED FARM-OUT PROCEDURE
It is recommended that, when outsourcing trips, carriers implement a standardized process that removes ambiguity and enforces quality control.
1. Partner Vetting
Before sending any work, consider vigorously vetting potential partners by:
Verifying that the operating authority, inspection results, and current FMCSA safety rating are reflective of a safe, responsible operation
Reviewing the age and condition of the carrier’s vehicles, along with maintenance programs
Checking the company’s driver hiring, training, and experience standards and requirements
Confirming dispatch and customer support are available 24/7/365 so issues can be addressed without delay
Researching operator reviews online
Equally important is understanding how potential partners manage overflow situations. If excess volume is outsourced to an unknown third party and that operator is involved in an accident, liability may still be traced back to your organization through customer relationships or contractual agreements.
Even long-standing partnerships warrant reassessment to ensure readiness for the heightened demands of World Cup operations. The goal is to align with carriers that consistently uphold service and safety standards on par with your own.
2. Written Agreements with Clear Responsibility
Every farm-out movement should be governed by a written agreement that clearly defines:
Scope of service (routes, schedules, vehicle types)
Service standards (driver professionalism, vehicle cleanliness)
Responsibility for delays, breakdowns, cancellations, and failures
Insurance requirements and proof of coverage
Importantly, your farm-out agreement should include strong indemnification language to help shield your company from claims arising from the performing carrier’s actions. This protection is critical and should be reviewed by qualified legal counsel before the World Cup to ensure it is enforceable in all relevant jurisdictions.
3. Insurance Alignment
Don’t assume risk transfers simply because you farm out an assignment. Your company can still be exposed because you booked the trip. This underscores the importance of thorough insurance due diligence.
Ensure that:
The subcontractor carries adequate commercial auto liability limits
Certificates of insurance are current and verified
Your company is named as an additional insured on the partner’s liability policies
Be sure to let your broker or insurance company know when you’re farming out work. This allows them to identify gaps, recommend endorsements, and help you effectively manage your exposure.
4. Documentation and Transparency
Detailed records must be maintained for every subcontracted movement, including:
Written agreements
Trip confirmations and itineraries
Driver and vehicle assignments
Inspection and compliance documentation
All communication and key service events
If issues arise, this documentation will be critical in demonstrating compliance and accountability.
BUILDING A ROBUST FARM-IN STRATEGY
When farming in work from another operator, consider applying the same level of discipline, structure, vetting, and oversight.
1. Assignment Review and Acceptance Criteria
Prior to taking on any service request, evaluate whether the assignment is a good fit for your operation. This includes:
Verifying service expectations and event-specific requirements
Assessing operational, regulatory, and insurance exposure
Confirming driver availability, hours-of-service compliance, and scheduling feasibility
Ensuring equipment is suitable for the service type and passenger profile
Reviewing payment terms and penalties
Above all, only partner with companies that demonstrate safety, service, and operational standards consistent with your own.
2. Insurance and Liability Confirmation
Equally important to reviewing the assignment is confirming how risk and insurance coverage apply. It is highly recommended that, before partnering with another operator, you speak with your insurance broker or carrier to determine:
Whether your policies cover farm-in work
If any exclusions, limitations, or required endorsements are triggered by subcontracted operations
How liability is allocated between the contracting operator and your company under the agreement structure
Have all farm-in agreements reviewed by legal counsel to ensure terms are clearly defined and aligned with your risk tolerance. Without this clarity, you may unknowingly accept liability exposures that significantly outweigh the value of the work.
3. Execution Oversight
When delivering service on behalf of another carrier, apply the same care and attention you use for your own operations. Be sure to:
Follow the agreed-upon standards and protocols
Provide updates as required, notifying the contracting company immediately of delays, incidents, or schedule deviations
Document operational changes, passenger issues, or route adjustments
Complete all required administrative tasks
Active oversight helps ensure the assignment runs smoothly and allows you to address issues early.
4. Documentation and Operational Clarity
Farm-in assignments must be supported by complete and organized documentation, including:
Signed agreements
Assignment scope and responsibility confirmations
Dispatch instructions and trip itineraries
Communication records with the contracting operator
Driver and vehicle assignments
This documentation provides a clear record of performance and demonstrates appropriate oversight in the event of a dispute or claim.
Turning Risk into Opportunity
Farming in and farming out can be powerful tools for meeting demand and generating additional revenue during the FIFA World Cup 2026, but only when backed by clear structure and disciplined execution. Operators that dot all their i’s and cross all their t’s when partnering with other passenger transportation companies, will not only reduce exposure, but will position themselves to deliver seamless service during one of the world’s most high-profile events.
These points are a general summary of best practices and are not legal advice. Laws vary by jurisdiction, so you should consult legal counsel, your insurance broker, and applicable regulations before entering into any partnership agreements.
