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Group charter

How to save time and costs with group charter solutions

Do you know this situation? The decision was made for a destination, the location was found and the supporting program was determined. The catering convinced and maybe even artists have been blocked. Only one thing is still not clarified: how to bring the group to the destination in the best way? Who flies from where using which airline? How do we get group tickets or is an exclusive charter the better option?

Group travel for a company incentive trip in St. Kitts & Nevis

Customer: Meetings and incentives travel planning and management group

Flight requirements: 300 guests traveling from Miami to St. Kitts to stay at Four Seasons Hotel, Nevis

Period: Friday – Monday

Comparison: Comparison of group charter and scheduled flights

Scheduled flights: After a review of scheduled flight options, it was clear that there was not enough capacity on scheduled flights to transport all of the group from Miami to St. Kitts. To travel by scheduled flights would have meant splitting up the group onto several different flights and have them all arriving at different times.

Charter flights: Direct flights on two MD83 aircraft departing at the same time. The group could easily travel from Miami International Airport (MIA) to St. Kitt's Robert L. Bradshaw Airport (SKB) in less than three hours and all arrive together.

Solution: The client booked the group charter flights as it was the most time effective solution for the event. Traveling by group charter enabled the client to keep to the planned event timings by having the group all arrive at the same time. Further time efficiencies were made with our provision of an Air Partner airport representative to assist with check-in at Miami, as well as at the hotel in Nevis for the return flight. Due to our extensive supplier relationships, we were also able to arrange for the agent to provide hotel check-in to take place on the flight and for the luggage to be transported securely to and from the venue. All of these services added to time saved which was important given it was a short duration for the event.

In addition, thanks to our Service Plus program, we were able to assist with client with enhancing the event experience even further by assisting with bespoke on-board branding. The aircraft was customised with the company’s logo placed on headrest covers and the drinks coasters. Special on-board catering was also arranged, with champagne and mimosas being provided for guests prior to departure.

Case study: Group travel for an incentive in Marrakesh

Customer: Event agency for a financial service provider

Flight requirements: 180 guests travelling from Frankfurt to Marrakesh

Period: Friday – Sunday

Comparison: Comparison of group charter and scheduled flights

Scheduled flights: At the time,there wereno non-stop flights on Fridays and Sundays to and from Marrakesh; the guests either would need to fly a few days before or would need to travel on time-consuming and expensive indirect flights.

Charter flights: Direct flight on a Boeing 737-800 (189 seater) from Frankfurt. It allowed our client to set the flight times to tie in with the event schedule. The group could easily travel directly to Frankfurt Airport to Marrakesh in less than four hours.

Solution: The client booked the charter flight as this was the most cost and time effective solution in this case. Traveling by group charter allowed the client to keep the event on the same dates and save travel time by avoiding indirect flights.

Case study: Group travel for incentive in Dubrovnik

Customer: Finance industry company

Flight requirements: 1100 guests, traveling from 12 different airports in Germany to Dubrovnik

Period: Six groups of guests, traveling for two days each in May (total 12 days)

Comparison: Comparison of group charter and scheduled flights

Scheduled flights: Transporting all 1100 guests would not have been possible using scheduled flights due to poor direct connections from many of the departure airports in Germany to Dubrovnik

Charter flights: Direct flights on a Boeing 737-800/Airbus A319 from Munich

Solution: The majority of the group flew on the charter flight from Munich as it was the most cost-effective solution. However, for a small amount of guests who were traveling from different airports with good scheduled connections, it was practical for them to fly on scheduled flights.

Case study: Conference in Rostock

Customer: Event agency for an insurance company

Flight requirements: 900 attendees travelling from various locations to the conference centre near Rostock-Laage airport

Period: Tuesday – Saturday

Comparison: Comparison of group charter and scheduled flights

Scheduled flights: There was a small group of 50 guests travelling from Munich and Stuttgart which have good direct flight connections.

Charter flights: The majority of guests were travelling from Frankfurt, Munich, Stuttgart and Nuremberg

Solution: A combination of charter and scheduled flights worked well together to enable the client to transport the clients in the most effective way possible. We operated four charter flights on rotation for the majority of the guests from the four different airports mentioned above. The charter flights to provide the most cost effective solution meant that there were 50 guests who did not fit on the aircraft and the client decided should travel by scheduled flights.

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