What should the CFO or principal actually approve?

Approve a documented commitment, not merely a supplier name. Use a one-page decision record with supporting evidence attached.

• Mission and necessity: why this trip or access plan is required.
• Alternatives: feasible commercial-premium, ground-travel and private options.
• Decision: selected supplier, contracting entity and purchasing model.
• Expenditure: known amount, named scenarios and maximum authorised commitment.
• Prepayment: maximum balance exposed, expected duration and exit conditions.
• Score: weighting profile, completed score or interval, evidence coverage and gate status.
• Conditions: specific actions required before signature, payment and flight release.
• Accountability: preparer, operational reviewer, insurance/legal reviewers where required, and signatory.

In the private-versus-commercial comparison, show actual cash expenditure separately from door-to-door time and any assumed value of executive time. Do not present a modelled productivity benefit as cash saved.

For AI-assisted charter procurement, our proposed control is straightforward: use document extraction to populate the worksheet, retain clause and page references, and have a person verify identities, prices, obligations and calculations. Do not let an automatically generated score constitute flight approval.

What clarification request can an organiser send today?

Please confirm the contracting entity, operating carrier or operator-selection process, applicable operating authority, and payment recipient. Supply the complete terms and all incorporated schedules. For our attached mission, confirm aircraft configuration, passenger and baggage suitability, expected stops and qualifications. Itemise the known total, taxes, exclusions and conditional charges. Explain cancellation, substitution, refund and recovery obligations, including who funds replacement lift. Provide the insurance evidence required by our adviser and, for programmes, the notice rules, peak calendar, expiry, refund, custody and exit provisions. Please identify any item that remains unconfirmed and when it will be resolved.