The Orchestrators of Aviation: Flight and Trip Support Services

The aviation industry is no stranger to change, and the business aviation sector experiences more than most.

The needs of a private pilot or scheduled airline are very different from a business aviation operator who may be planning trips to unfamiliar airports across multiple aircraft types on a daily basis. Dealing with all this change requires thorough and robust planning.

Success hinges on managing a multitude of responsibilities and priorities. Striking the correct balance can prove challenging, given the various factors at play: safety, passenger satisfaction, efficiency, cost management, and productivity

The Importance of Selecting the Right Ground Support Services

Trip support and ground services ensure a seamless aviation experience for crew and passengers. However, without a trip support service to oversee all your planning, you may find engaging the right support services is more complex than expected.

Your choice of flight support and ground service providers must incorporate extensive experience, capabilities, and industry knowledge to effectively address potential challenges and unique complexities within aviation. This commitment ensures a seamless flight experience, with emphasis placed on crew and passenger safety.

However, selecting these specific services can be overwhelming.

Third-party support services, such as fixed-base operators (FBOs) and ground handling agents are critical in shaping the flight experience. Despite the proficiency and readiness of your flight crew, some elements are out of their control, particularly ensuring a seamless departure and arrival.

Naturally, you want to choose the right service providers without sacrificing valuable resources like time, money, and peace of mind.

Criteria for Selecting the Right Third-Party Trip Support Services

Without a trip support provider, business operators must independently arrange various third-party flight support services, including catering, transportation, handlers, customs services, immigration, and security.

When evaluating third-party support services, consider the following:

Ground Support Equipment Availability

Ground Support Equipment (GSE) to ensure safe, efficient, and seamless departures and arrivals. As the name suggests, GSE is critical to support aircraft operations on the ground. This includes everything from ground power operations, equipment to move aircraft around the ramp or hanger, cargo and passenger loading operations, cabin services, aircraft refueling, maintenance, cargo handling, lavatory servicing, potable water replenishment, catering services, and more.

Direct Handlers vs. Supervisory Agents

Direct Handlers are responsible for aircraft turnaround, which includes tasks such as marshaling the aircraft and coordinating with service providers like fueling, catering, and cleaning.

Supervisory Agents, on the other hand, are companies that oversee the ground handling services provided by direct handlers. A supervisory agent is useful as a services coordinator, particularly at a smaller airfield where there is no full-service FBO, and can also provide language assistance in international locations.

Both play essential roles in establishing seamless processes in the aviation industry. Factors to consider when comparing them include:

• Available payment options
• Location
• Required level of support
• Type of flight operation, whether basic passenger or VIP flight 

If opting for a supervisory agent, verify their onsite presence at the airport and capability to access restricted areas. Additionally, when evaluating a supervisory agent, you can ask the following five questions:

1) Do they maintain a physical presence at the airport?

2) Are they able to access restricted areas and acquire necessary permits?

3) Can they facilitate local payments for all required services?

4) Are they experienced in handling specific aircraft types or configurations?

5) How do they manage logistics and coordinate services in scenarios involving multiple flights or tight schedules at the airport?

In summary, direct handlers execute the actual ground handling services, while supervisory agents oversee these operations to ensure that they are carried out promptly and in compliance with aviation regulations.

Flight Type

The choice of handler depends on flight specifics, taking into account aircraft type, cargo specifications, and destination. Additionally, the type of the flight—whether it be personal, corporate, cargo or military—also influences handler selection. For instance, a cargo ground handler who specializes in dangerous goods must comply with strict regulatory requirements. In contrast, handling VIP passengers is a very different service.

Facility Options

The availability of amenities such as lounges, VIP terminals, and meet-and-greet services can significantly influence the choice of flight support services and enhance the overall travel experience. Lounges and VIP terminals can elevate the service and make it easier for passengers and crew to access facilities such as restrooms, food and beverage options, and transportation.

Service Hours

The operating hours offered by flight support services can significantly impact the selection of a service provider. For example, extended hours providers help expedite the check-in and boarding process, reducing wait times and increasing efficiency for flights outside regular business hours, whereas providers offering a 24/7 service offer the greatest flexibility and convenience for passengers and crew for flights at any time. 

Additional Services Offered

When comparing available flight support service providers, it's essential to consider your budget and the overall cost to the company. Be sure to gauge which services are critical, how much you're willing to spend, and any potential extra services that could be provided. For example, commercial handlers are not usually able to assist with VIP catering, hotel arrangements, limousine bookings, hangarage and aircraft charters, but will be less expensive.‍

Choosing Airports for Business Aviation Flights

Even before evaluating any ground support services, operators must first consider whether or not the airport is appropriate for the aircraft type.

The runway must meet take-off and landing performance requirements and have approach aids appropriate for the forecast weather conditions. Also consider navigation aids, lighting, pavement strength, taxiway width and parking facilities. During winter operations, ensure deicing services are available.

Selecting the right departure and arrival airports is critical. While passengers may have preferences for particular facilities, there can be serious challenges arising from selecting an inappropriate airport.

Here are 5 factors to consider:

Rescue and Firefighting Level Classification

All airports have rescue and firefighting services (RFF), categorized from RFF 1 to RFF 10, in accordance with the International Civil Aviation Organisation (ICAO) requirements for airport operators.  RFF categories refer to the size of the aircraft for which RFF provision is available at the airport. Be aware, airport RFF categorization can change depending on firefighting hours of operation, and may even be NOTAM’ed as different from the published regular RFF provision for specific time periods. Planners will need to ensure that suitable RFF, appropriate for the aircraft type, is available at the airport when it is needed. 

International Flight Considerations: Operation Hours and Customs Availability

When planning international flights, take into account local time zones, operating hours and customs availability at each airport. These hours must accommodate your flight schedule and passenger itinerary to ensure a smooth boarding and arrival process. 

Fuel Availability

You must consider fuel availability at your selected airport. Fuel costs can vary significantly among airports, depending on location, competition, and availability.
Airports with higher fuel prices may increase the overall cost of the flight, which can impact your business model. Check in advance if local fuelers can accept payment using your preferred fuel card.

With ForeFlight it's easy to check fuel pricing and availability. Save time and money by searching our extensive FBO directory to help you find fuel at any airport. You can search by area to find the most affordable fuel, or by specific airport to check pricing and availability.‍

Prior Permission Required and Slot Requirements: Lead Times

Before planning a flight, check for any Prior Permission Required (PPR) or slot requirements at your destination. PPR and slot requirements can affect the availability of airport resources, such as parking spaces, ground handling services, and runway capacity. 

Airports with strict PPR and slot requirements may operate with limited resources and impose specific lead times ranging from a few hours to several days. These lead times play a pivotal role in decision-making, as they determine when you need to submit your request and response times. Certain airports may even implement PPR and slot requirements during specific events, such as major sporting events or concerts. 

Parking Availability

Parking availability, especially for overnight stays and during special events, is another important factor to consider when choosing an airport. Factors such as airport capacity, seasonal demand, and event-specific restrictions can limit parking spaces. Airports with limited parking availability may require reservations or alternative parking arrangements.

Selecting the airport that meets all your business aviation needs can be a time-intensive process and a team effort sometimes, too. So it's important to assess the cost-effectiveness of this process, ensuring it consistently yields reliable, safe and efficient outcomes, thereby making it a strategic investment in your team’s success.

Save Time by Leveraging an International Trip Support Provider for All-Encompassing Support

Finding the right airport and support services for your trip can be a laborious and lengthy process with multiple elements to consider. Imagine if you didn't have to do all the heavy lifting of evaluating and choosing, and could make the whole process faster and more efficient?

Whether you're flying domestically or internationally, ForeFlight Trip Support is here to help every step of the way. Using ForeFlight Trip Support, business operators can be sure every detail is taken care of and that you’re matched with the correct flight support and airport for your specific needs.

Think of it as having your own 24/7 flight planner, pilot liaison, passenger handler, hotel organizer,  and all your other ground support needs - including the evaluation of service providers and airports on your behalf.

Choosing appropriate airport support services is a demanding task, but it doesn’t have to consume so much of your time.

ForeFlight’s Trip Support bolsters your team with comprehensive trip planning, fueling, and ground handling services tightly integrated with ForeFlight’s Dispatch and Mobile app to maximize operational efficiency and ensure passenger satisfaction.

FAQs

Are there specific regulations or standards for trip support services in the business aviation sector?

Yes. The International Standard for Business Aircraft Handlers (IS-BAH) is a set of global industry best practices for business aviation ground handlers.

What are the advantages of utilizing concierge services for business aviation and private flights?

By utilizing concierge services for business aviation and private flights, operators can leverage unparalleled convenience and personalized assistance based on their specific needs, streamlining the entire travel experience.

How can trip support services and providers assist with customs documentation and clearance procedures for private flights?

For private flights, trip support services can prepare the required paperwork, ensuring regulatory compliance. They can also liaise with customs authorities on behalf of their clients, expediting the clearance process, ultimately reducing administrative burdens for flight operators and minimizing potential delays.