When you’re new to charter travel, it’s easy to overlook details that can significantly impact your experience. Even regular charter flyers sometimes miss opportunities to confirm important details about safety, price transparency, pilot qualifications and cancellation policies.
This guide walks you through the most important questions to ask your charter operator or broker before finalizing your booking. By the end, you’ll have a clear checklist that ensures every flight is comfortable, cost-effective and safe, while avoiding any unwelcome surprises.
Verify Safety Protocols and Certifications
Private air travel is extremely safe, but it’s still important to confirm that your aircraft and crew meet rigorous safety standards. Regardless of whether you’re booking through a broker or directly with an operator, you should verify safety credentials early in the process.
Ask specifically whether the operator holds an FAA Part 135 certificate, which is the official certification for charter aircraft operators in the United States. Having this certification means the operator meets strict regulatory requirements regarding maintenance, safety procedures and pilot training.
You’ll also want to confirm that the operator has undergone independent safety audits through respected organizations such as ARGUS and Wyvern. These entities conduct independent reviews of flight operators, including their pilot training, maintenance procedures and safety records. Ratings such as ARGUS Platinum or Wyvern Wingman are considered the gold standard. Your broker or operator should readily share proof of these certifications with you.
Here are clear, specific questions to ask:
- Does the operator hold FAA Part 135 or Part 121 certification?
- What independent safety audits or ratings (e.g., Wyvern or ARGUS) does the operator maintain?
- How frequently do aircraft undergo maintenance checks?
- Can you provide documentation of recent maintenance or safety audits?
Some brokers, including AvSky, exclusively work with Wyvern/ARGUS certified operators.
Evaluate Pilot and Crew Qualifications
Reputable charter operators hire seasoned pilots who regularly train on specific aircraft models and participate in ongoing professional development. When booking, request pilot experience in concrete terms. Ideally, the pilot-in-command should have substantial flight hours, specifically on the aircraft model you’ll be flying. Training programs should include regular simulator sessions, recurrent safety courses and compliance with the latest industry practices.
If you’re booking through a charter broker, ensure they have clear criteria for vetting pilot qualifications from their network of operators. Good brokers carefully verify crew experience, ensuring each flight meets their internal standards for safety and professionalism.
Questions to ask include:
- How many flight hours does my pilot have, specifically on this type of jet?
- What regular training does the flight crew complete each year?
- Can you provide pilot bios or credentials before booking?
Clear answers to these questions help ensure that your pilot and crew can handle any situation professionally, providing reassurance from takeoff to landing.
Clarify Insurance and Liability Coverage
Charter operators usually carry substantial liability coverage, but the exact amounts can vary widely. To fully protect yourself, verify coverage levels upfront and confirm coverage for passenger liability, aircraft damage and personal items onboard. Reputable operators and brokers should be able to quickly provide clear documentation showing their coverage.
When booking through a broker, it’s equally crucial to confirm whether the broker independently verifies operator insurance coverage. Good brokers actively vet and maintain records of each operator’s insurance certificates, ensuring you’re never exposed to unnecessary risks.
Here’s what you should ask:
- What liability coverage does the operator maintain, and can you provide proof?
- What is the exact amount of passenger liability insurance provided?
Transparent responses confirm your broker or operator takes your safety and security seriously.
Ask For Transparent Pricing
Charter flight pricing can seem straightforward at first glance but become complicated quickly thanks to additional fees like landing charges, fuel surcharges, catering and crew overnight costs.
Reputable operators and brokers will proactively provide detailed cost breakdowns upfront. Always insist on seeing exactly how your price is calculated and clearly defined. Clarify if quotes are all-inclusive or if they exclude specific items.
Specifically, clarify these costs upfront:
- Is the cost based on an hourly flight rate or a fixed quote?
- Are landing fees, parking fees, fuel surcharges and crew fees included in your quoted price?
- Will there be additional charges for things like de-icing, special catering or international handling?
- When booking through a broker, does your quote include brokerage fees and commissions, or are those added on at the end?
Getting detailed quotes protects you from surprises and ensures your final bill matches your expectations.
Understand Cancellation and Rescheduling Policies
Operators and brokers typically have clear cancellation and rescheduling policies, but they can vary widely. Be sure to understand cancellation timelines and know what financial penalties may apply. Likewise, find out what happens if you need to reschedule your trip instead of canceling altogether. Operators and brokers typically offer some degree of flexibility, but knowing the terms upfront saves potential headaches later.
Questions to confirm clearly include:
- What’s the exact cancellation policy, and are refunds or credits provided?
- Are there penalties or fees for rescheduling?
- How are cancellations or delays caused by factors like weather or mechanical issues handled?
Your broker should clearly outline whether their policies differ from the operator’s, ensuring total transparency and no hidden risks.
Confirm Backup Options and Contingency Plans
Even the most carefully planned private flights can encounter unforeseen issues, like mechanical delays or weather-related disruptions. The best charter providers have clear contingency plans for these situations, ensuring minimal inconvenience.
Ask specifically about backup aircraft options. If your scheduled jet has an issue, does the operator (or broker) have access to alternative jets quickly? Clarify how quickly an alternative aircraft can be secured and the exact procedure for dealing with last-minute issues.
Key questions to ask:
- If the booked aircraft experiences issues, how quickly will a replacement be provided?
- Has the operator or broker previously had to manage last-minute replacements, and how were those situations handled?
- If booking through a broker, how robust is your operator network for quickly sourcing backup options?
Knowing contingency plans upfront gives peace of mind, especially when tight schedules and high expectations are involved.
Ready to Charter an Aircraft With Confidence?
You deserve clarity, transparency and confidence in every private flight you book. Contact AvSky Charters today. Our Venice, Florida-based team is happy to answer your questions, provide transparent pricing, and ensure your next private charter meets your exact expectations.
Call us at 800-541-0381 or fill out our easy, two-minute quote request form to get started.
When you book with knowledge and confidence, your private flight becomes exactly what it should be: smooth, safe and stress-free.
