If you are a novice or simply need to get yourself organized before you dive in, here’s a breakdown of the basics:
Define Your Needs: Before you start looking into charter options, it’s essential to have a clear understanding of your requirements. Consider factors such as the number of passengers, destination(s), travel dates, luggage requirements, and any special accommodations needed for crew members.
Research Charter Companies: Look for reputable charter companies that specialize in air travel for film and TV productions. Consider factors such as their safety record, fleet size and variety, experience with similar productions, and customer reviews. Instead of weighting one factor over the others when evaluating, look for good marks across the board.
Request Quotes: Three bids and buy is a good sourcing strategy. Contact multiple charter companies to request quotes based on your specific requirements. Be prepared to provide details such as departure and arrival locations, travel dates, number of passengers, and any special requests.
Negotiate Terms: Many aspects of the charter arrangement can be negotiated, including pricing, aircraft availability, in-flight services, flexibility with scheduling, and cancellation policies. Depending on your production’s needs and budget, you may be able to negotiate discounts for long-term contracts or bulk bookings.
Review Contracts Carefully: The last thing you want are surprises. Once you’ve selected a charter company and negotiated terms, carefully review the contract before signing. Pay close attention to clauses related to pricing, cancellation policies, insurance coverage, liability, and any additional fees or charges.
Confirm Details: Things can change in the air charter business so before the scheduled travel dates, confirm all details with the charter company, including flight times, departure and arrival locations, aircraft type, in-flight amenities, and any special requests or accommodations.
Coordinate Ground Transportation: In addition to arranging air travel, consider coordinating ground transportation for your cast and crew to and from forward operating bases and airports to filming locations and accommodations. Some charter companies may offer additional services such as ground transportation or can assist with making arrangements through third-party providers.
Stay Flexible: Despite careful planning, unexpected delays or changes in production schedules can occur. Work closely with the charter company to address any unforeseen issues and make necessary adjustments to travel plans as needed.
Here are some additional considerations to keep in mind when booking your air charter:
- Customization: Charter companies may offer customizable services to accommodate specific production needs, such as providing catering options tailored to dietary restrictions or preferences.
- Security: Productions involving high-profile talent may require additional security measures during air travel. Discuss security protocols and any specific concerns with the charter company to ensure the safety and privacy of your cast and crew.
- International Travel: If your production involves international travel, be aware of customs and immigration requirements, visa regulations, and potential language barriers. Work with experienced charter companies familiar with international travel to navigate these complexities effectively.
- Be Ready: Air charter prices change daily in response to availability and market demand. Be prepared to book immediately when all the pieces are in place. Delay can cost you thousands.
By following these steps and considerations, you can successfully book an air charter that meets the unique needs of your film or TV production, avoid making rookie mistakes and ensure the comfort, safety, and satisfaction of your cast and crew.
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