The Peak-Season Problems Clients Never See: Crew Hotels And Ramp Space

The big mistake is assuming crew hotels will still be available a month before the trip. It depends on the event, but for something like F1 or the Super Bowl, I've seen crews have to stay two cities away from the event just to find a room. That happens with late bookings, and it adds significant cost. It also adds travel time for the crew, which limits your flexibility on arrival and departure times if you've booked last minute.

My advice is to keep on the operator to book crew rooms early, and don't make assumptions. Be upfront with the client about the limitations too. That could mean the crew needs a day room around the event, or the client needs to leave a bit later the next day.

Ramp space is the first thing to go. FBOs usually favor the operators and owners who spend the most with them.

One thing I've learned is that you can often find last-minute availability by using a local operator. You may pay for more flight time, but they'll have the slots to land and the ramp space to park because they're based there.

Also, don't assume that on a seven-day trip to Europe in peak summer you'll be able to park your jet in Florence or a similar destination. You'll likely need to pay a repositioning cost to park it somewhere else. Nobody wants to hear that at the last minute, so it should be part of the conversation from the start.

Always check whether the aircraft's maintenance is backed up, or scheduled right after your trip. Nothing ruins a trip like a late parts delivery that puts you back to square one. If the owner is known for moving maintenance forward, that needs to be considered when quoting too. The small details really matter here, and your clients will appreciate it.

It's October, and as a client you should be asking: why is it in my best interest to book now and not later? What do I gain by booking now, and what am I giving up if I wait?

There's a serious tradeoff, and it depends on the type of trip. Round trips where the plane stays with you should absolutely be booked now. One-ways where you're hoping to grab a last-minute empty leg are possible, but they come with high risk. Availability is limited, and if you don't find what you're looking for, you're rolling the dice and getting stuck with whatever is left.