Stage 8: What should happen before departure and after the flight?

Reconfirm the purchased service; do not assume the first proposal remains the final flight arrangement.

Before departure

Our proposed checklist is:

• Final itinerary shows airports, local times and the correct ground-handling location.
• Operating carrier and allocated registration match the diligence file.
• Changes to aircraft or crew trigger the required evidence refresh.
• Passenger and baggage changes have been accepted by the operator.
• Ground transport, catering and boarding arrangements are confirmed.
• The traveller has the supplier’s required arrival and identification instructions.
• There is a live operational contact and a separate commercial escalation contact.
• The fallback decision deadline and extra-cost authority are understood.

The FAA’s authority resource should be revisited when the operator or aircraft changes. A prior check of another aircraft is not evidence for the substitute. (faa.gov)

For international travel, add a separate checklist with the operator and its handling support. CBP requires APIS information and, for general-aviation arrivals, permission to land; changes to aircraft registration or traveller additions/substitutions can require updated transmissions and reconfirmation. Do not treat a domestic charter checklist as sufficient. (cbp.gov)

During disruption

Record facts and decisions in a timestamped log:

event → supplier explanation → alternatives → price consequences → approver → decision → next update

Keep safety decisions with the operator and crew. The buyer’s job is to choose among lawful, operationally acceptable commercial alternatives—not pressure a flight to depart.

After the flight

Set an internal target to review the final invoice within five business days of receiving all supporting records, unless the contract requires earlier action.

Reconcile:

1. Contracted price and accepted amendments.
2. Actual billable time where relevant.
3. Additional services and receipts.
4. Taxes and their stated calculation basis.
5. Deposits, payments, credits and refunds.
6. Outstanding disputes and contractual notice deadlines.

Record arrival performance, substitutions, communications and recovery outcomes. Distinguish a weather disruption from a supplier’s handling of that disruption; do not reduce the assessment to a single on-time percentage.

NBAA’s brokering guidance includes post-flight verification of charges and customer follow-up. Use the close-out file to improve your own future buying decisions. (nbaa.org)