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Define every ground sector and requirement
A useful request identifies what must happen before departure and after arrival rather than using a general request for transport or VIP handling. State every pickup and drop-off address, local time, passenger count, baggage or cargo profile, accessibility need, child-restraint requirement and critical connection. For groups, include vehicle quantities, dispatch points and manifest dependencies. For cargo, identify collection, warehouse, screening, customs and delivery responsibilities. Ground services should be assessed as distinct scopes even when discussed alongside the flight.
- Addresses and timings: Provide exact locations, access instructions, requested pickup times and any deadline linked to check-in, handling, an event, delivery or onward transportation. Distinguish firm deadlines from preferred or adjustable times.
- Passengers and baggage: Declare passenger numbers, baggage dimensions, mobility requirements, minors, pets and any security or privacy request that may affect vehicles or access. Give exact dimensions where vehicle capacity could be material.
- Cargo handoffs: Define packaging, dimensions, weight, handling equipment, customs status, responsible contacts and the point at which custody transfers between providers. Record who signs for collection, release and final delivery.
Separate airport handling from road transport
Airport handling and ground transport involve different providers, permissions and contracts. A handling agent may support aircraft services, passenger processing or cargo acceptance within the airport environment, while a licensed transport provider performs the road sector. Vehicle access to restricted or aircraft-side areas depends on airport authorization, screening and operational procedures and cannot be assumed. Ask the selected Broker Partner to identify each responsible provider, the confirmed meeting point and whether charges, waiting time, parking, permits or escorts are included.
- Public or restricted area: Confirm whether the meeting point is landside, inside a terminal, at an FBO or in a controlled area requiring separate authorization. Do not assume private aviation creates automatic airside access.
- Responsible providers: Identify the handling agent, transport company, driver or cargo provider and determine which entity contracts, invoices and remains responsible for each sector. Check each provider's legal name in the written documentation.
- Included services: Check waiting allowances, parking, tolls, porterage, meet-and-greet, vehicle access, handling equipment and any charge that may arise from a delay or change. Ask how additional time or an unplanned sector is charged.
Assess passenger, group and cargo needs separately
The appropriate ground plan depends on the movement. A private passenger transfer may require one or more vehicles with confirmed luggage capacity. A group movement may require coaches, dispatch staff, staged departures and coordination with the terminal or venue. A cargo movement may require suitable vehicles, warehouse acceptance, lifting equipment, temperature controls or regulated handling. References to common industry practices do not establish what a particular airport or provider can deliver. Each proposed arrangement must be documented for the specific itinerary.
- Private passengers: Confirm vehicle category, capacity, accessibility, child restraints, meeting instructions and the effect of a delayed or diverted arrival on the transfer. Ensure the confirmed vehicle can carry every declared item.
- Group movements: Confirm vehicle counts, manifests, loading sequence, dispatch responsibility, venue access and fallback arrangements if passengers or baggage do not arrive together. Assign a responsible contact for every departure or arrival wave.
- Cargo movements: Confirm vehicle and equipment suitability, licensing, security, temperature requirements, customs handoffs, waiting conditions and evidence of delivery where applicable. State who verifies equipment readiness before collection or release.
Verify the written ground-service proposal
Before acceptance, review the provider name, service scope, addresses, timings, vehicle or equipment category, passenger or shipment information, meeting instructions, price, taxes, waiting policy, cancellation terms and exclusions. Photographs, generic fleet descriptions and airport facility pages do not confirm the resource ultimately assigned. Journey times are estimates affected by traffic, border procedures, weather and access conditions. The Client and responsible providers should agree how schedule updates are communicated and which party can authorize changes or additional costs.
- Match the flight details: Ensure the transfer uses the confirmed airports, local times, passenger or shipment profile and realistic allowances for airport processing. Reconfirm them promptly after any airport or schedule change.
- Check written limitations: Review availability, substitutions, luggage capacity, accessibility, waiting time, cancellation, delay, cross-border and restricted-area conditions before accepting the service. Ensure important exceptions appear in the accepted written terms.
- Confirm update channels: Record the operational contacts, authentication method and fallback plan for delays, diversions, missing passengers, rejected cargo or provider changes. Share verified updates only with the providers that need them.
Good to know
- Ground services are not automatically included in a charter proposal. Request them expressly and confirm the responsible provider, scope and price in writing. A flight confirmation does not by itself confirm a vehicle, handling arrangement, airport access or onward service.
- Private-terminal, fast-track and aircraft-side access depend on the airport, authorities, operator, handling agent and current conditions. They may be limited or unavailable, and no reference to private aviation should be interpreted as guaranteed queue avoidance or direct vehicle access.
- Road times, border crossings and cargo delivery times are estimates. Traffic, weather, official controls, airport changes and provider availability can alter the plan. Preserve sufficient contingency and obtain updated instructions from the responsible provider when the flight schedule changes.
