The process of requesting a private jet charter quote may seem simple from the outside. The customer provides the route, travel dates, and the number of passengers, and then expects to receive quotes for the jets that best suit their travel needs shortly thereafter.
However, from the broker’s perspective, this is only the first step in a highly defined operational process. Before the broker can provide the customer with a quote, significant behind-the-scenes work must first occur.
For instance, the broker must first acquire the jets, verify the operators, determine the trip’s operational viability, and then calculate the cost of the jets based on the route the customer is taking.
Reviewing the Trip Request
The first step in the charter quote process is reviewing the customer’s trip request. The broker receives the customer’s charter request and quickly analyzes the information it contains.
The basic information provided in the request includes the airports the customer will depart from and arrive at, the travel dates, and the number of passengers traveling. The broker then quickly examines the request to determine whether any additional information is needed.
Certain operational issues need to be analyzed at the very beginning of the charter quote process. For instance, the number of bags, the presence of pets, the customer’s preferred departure time, and the level of flexibility the passenger has will all need to be explored at the very beginning of the charter quote process.
Additionally, the airport must be considered during the charter quote process. For instance, some cities have multiple airports the customer could depart from, and the broker will need to weigh in this information during the process.
At this stage, the broker is still not looking for aircraft. Instead, it is important to determine whether the trip parameters are realistic and well-defined before proceeding further.
Sourcing Aircraft Through Operator Networks
After confirming the trip, the broker will source the private jet. This is another key role played by charter brokers.
Unlike operators who operate their own fleets, brokers have access to a wide network of certified charter operators. This means that brokers have access to aircraft worldwide through operator networks.
The main aim is to find an aircraft that meets certain specifications. The aircraft must be able to cover the distance, have enough space for passengers, and have enough baggage space depending on the trip.
Another important factor is positioning: an aircraft located near the departure airport will be more efficient and cost-effective than one located in another region that has to be flown to the departure airport.
Because aircraft schedules change frequently, sourcing aircraft is often a dynamic process. Brokers may initially identify several suitable options, only to see availability change as other charter bookings are confirmed.
Verifying Operators and Regulatory Compliance
As a broker, sourcing an aircraft is just the beginning. The next step is to verify the operator who will be flying the trip.
Private jet charter flight operators must be approved by regulatory bodies to offer commercial aviation services. In the United States, these commercial aviation services fall under part 135 regulations.
Before presenting an aircraft to the client, brokers usually examine several aspects of the operator’s qualifications. This includes ensuring the aircraft is listed on the operator’s certificate, that the insurance coverage is in place, and that the operator is approved to conduct charter flights on the requested route.
Many brokers also check the aircraft’s ratings based on safety audits conducted by organizations that specialize in assessing charter aircraft operations.
For the broker, this is an important part of the process, ensuring that the aircraft presented to the client meets the necessary safety and regulatory requirements.
Evaluating If the Trip Is Operationally Feasible
Having identified the aircraft, the broker will also now assess if the trip is operationally feasible.
The broker will now assess several operational factors to determine whether the trip is possible.
Aircraft range is one of the most obvious factors, but it is also important to realize that it is just one part of the overall operational feasibility.
Passenger load, weather, and fuel reserves are among the other factors that will also play a role in determining the aircraft’s overall range.
Airport infrastructure is also an important factor in overall operational feasibility. For international flights, the broker will also assess other factors to ensure the flight is operationally feasible.
For the broker, this is an important part of the process, and the proposal will now take into account aircraft that are not only available but are also operationally capable of completing the trip without any issues.
Calculating the Cost of the Charter
Having satisfied the operational feasibility, the broker will now begin calculating the charter cost.
The pricing of a private aviation flight is determined by several factors rather than a single rate. The cost of operating the aircraft per hour is a significant factor, but it is only part of the overall equation.
Repositioning flights can sometimes account for a large share of the overall cost. This is especially true if the aircraft has to fly from another location to get to the passenger’s location.
Additional costs could include landing, airport, duty, and fuel costs, depending on the route the aircraft has to fly.
This gives a complete picture of how all the elements of the flight are assembled to create a final pricing model that reflects the cost of performing the flight.
Due to the changing nature of aircraft availability and fuel costs, a quote is usually only valid for a short time.
Preparing Aircraft Options for the Client
Now that the aircraft have been sourced, verified, and priced, it is time to put together a proposal for the client.
Brokers usually offer a range of options rather than a single aircraft option when working with a client. This could be different sizes, different prices, aircraft in different locations, etc.
Each option typically includes key details, such as aircraft type, passenger capacity, flight time, and cost.
From a broker’s perspective, this is a way to present the client with a range of options so they can weigh the pros and cons of different aircraft sizes and costs.
This is the part of the process where all of the behind-the-scenes work really becomes visible to the client.
Confirming the Charter Flight
If the client decides to go forward with one of the proposed aircraft, the next step is to confirm the charter.
This involves the issuance of a charter agreement by the operator responsible for the flight. The agreement includes details on the aircraft, routes, and cost, among others.
As soon as the agreement is signed, the aircraft is reserved.
At this stage, the broker’s role shifts from finding the aircraft to assisting the client with the flight details. For instance, the catering, passenger details, and crew details can all be arranged.
For international flights, the permits and customs can also be prepared at this stage.
The Broker’s Role Behind the Scenes
To the average traveler, requesting a charter quote may seem like asking for the cost of a hotel room or an airline ticket. However, for the broker, each inquiry is an opportunity to consider several factors before issuing a quote.
The aircraft must be sourced, the safety standards evaluated, and the overall flight assessed. By doing this, the brokers can ensure that the aircraft they quote to the customer is not only available but also appropriate for the route, the customer, and other factors.
In conclusion, a charter quote is more than just the cost of the flight; it is an evaluation of the entire process brokers follow to determine whether the flight is possible.