Let me give it a try. There are many ways to say it as long as the person gets what you meant. Please don't laugh!
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Can you confirm the date of your trip to Shenzhen is from July 11 to July 16? Mr. Luo will also attend the meeting at Guangzhou. Can you let us know when you plan to come to Guangzhou? So that I can let Mr. Luo know your trip schedule. Also, can you give me a call at +86 13888888888 one day in advance before you come to Guangzhou? I will send someone to pick you up.
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Have you finalized your travel schedule to Shenzhen to be at 7/11 - 7/16 yet? Mr. Luo will be attending the meeting at Guangzhou as well. If you can confirm with me the date you will come to Guangzhou, I can inform Mr. Luo about your trip schedule. In addition, if you can call me at +86 13888888888 in one day in advance before you come to Guangzhou, I can arrange a driver to pick you up.