Behind the scenes: What processes are triggered by a private jet request?

We explore what happens after a private jet booking is registered and how a team of professionals needs to execute a series of phases before providing the most suitable solution for each client.

Private aviation is a lot about maximizing cost and time efficiency. In our experience, the vast majority of passengers want a reliable option that will safely go the distance while saving time and money, thus avoiding packed terminals and reaching destinations without proper commercial aviation connections. That’s private aviation in a nutshell.

In terms of aircraft type, most private flights take less than three hours to reach the destination, which positions a turboprop or a light jet as the best option regarding overall efficiency. What other aspects have a role to play when booking a specific private aircraft? Quite a few, and these are usually executed by a team of professionals in a 3-phase approach.

The perfect aircraft for every route

A specific route brings a range component to the equation and, depending on the range and flight time, a specific group of aircraft will do the job. Midsized jets such as the Cessna Citation Excel XLS can operate up to 6 hours nonstop depending on the flight conditions and the number of passengers. Throughout 2022, this jet has had over 45,000 movements in Europe and is positioned as the most popular private aircraft in the entire continent, according to WingX data.

For flights over six hours, a super midsized jet, or a large private aircraft like the Gulfstream G650 for up to 18 passengers, among many others, are solid options. Nevertheless, these are more expensive to operate and need a long runway, hence won’t be able to reach remote locations as smaller aircraft.

Another scenario to consider is when the passenger needs to reach remote locations. More often than not, these remote places have steep descents and shorter-than-usual runways frequently made of gravel or grass. There is only a handful of private aircraft than can safely cover those routes and a private charter broker like Welojets will know which certified operators have them available.

In this case, the Pilatus PC-12, Cessna Grand Caravan, and the entire Beechcraft King Air family are popular choices, while one sole small jet, the Pilatus PC-24, can handle very tight runway conditions without regular pavement. That’s the type of information that any client should receive from their air charter company during the aircraft selection process.

This initial phase is executed by the broker, which initially pairs the needs of the client with the right aircraft while also accounting for some of the secondary travel requirements (phases two and three) – everything in alignment with the highest safety industry standards, as Welojets is an ARGUS registered charter broker.

The role of the Ops team

Once the route and the ideal type of aircraft have been established, aircraft availability is another considerable aspect in the equation for a certain travel itinerary. Here, as Julieta Mercau, a member of the operations team at Welojets, states, “the established relationship between a broker and a wide range of operators will be the key to secure a specific aircraft for a customer which, ultimately, will play a role in the final price and overall private jet experience.”

This second phase is led by the Operations team, which knows to perfection all the variables in the process, from operators, aircraft to airports, while understanding what is needed for seamless planning. Aircraft availability is an important part of the equation as well as owner approval; without them, there is no flight.

Furthermore, the flight and airport components are crucial, and many aspects need to be considered, like permits, schedules, factoring in whether it’s a domestic or international flight, and establishing all the so-called below-wing services, like ground handling, parking slots, the need for de-icing and the amount of fuel, among others.

“There are various moving parts before offering the right aircraft to a client”, says Welojets Head of Operations, Jonathan Caia. He adds, “every request is different and needs to be handled with a tailored approach. In order to allow the client to enjoy the full flexibility and comfort of private aviation, the operations team needs to move fast, account for all variables, and deliver a safe and comprehensive solution.” 

Maximizing the private jet experience

Once the aircraft is chosen, the third phase consists in coordinating all the details and needs of each customer, whether this is catering, special assistance, Wi-Fi, or ground transportation, among others. This final segment in the process is the public-facing portion and can make a big impression if well executed, impacting, right from the get-go, the passenger’s perception.

Private aviation as a comprehensive service unlocks common qualities in terms of flexibility, comfort, reliability, and time efficiency. Yet, to really maximize the experience while not overpaying for a flight, choosing the right aircraft from reliable and certified operators is the first step for a unique private jet experience.