All you need to know about group charters

Can we produce ballpark quotations?

“It can be difficult for those not in the industry to understand the pricing of a group charter,” says Agustin. “A travel company might have to book a flight for a VIP wedding in America one month and an aircraft to get 250 people to a conference in Prague the next.

“Understanding the potential cost can be even harder if they’re planning well in advance and haven’t finalised the destination, travel dates or passenger numbers. That’s where our ability to offer ‘ballpark’ figures can be so beneficial.

“We use a combination of historical data and market knowledge to provide clients with guideline charter prices when they’re unsure of the exact details. If they need quick quotes for several upcoming flights, we can send over multiple ballpark figures in a matter of hours.

“As well as allowing travel companies to give their customers a rough charter cost, offering ballpark figures also helps them to budget for the next 12 months and beyond.”

How is the price of a group charter calculated?

"Several factors come into play when calculating the price of a group charter on an aircraft," explains Jamie.

“First, there are the base rate costs of ‘hiring’ the plane from the operator. Group size often dictates which aircraft are suitable, but some are more economical to charter than others. For example, regional turboprop airliners like the ATR 72 cost less to operate than larger airliners like the 189-seat Boeing 737-800, which typically offers the cheapest cost-per-seat in its class. I often suggest the wide-bodied Airbus A330 for bigger groups, due to its competitive cost-per-seat compared to other aircraft of a similar size.

“Distance covered, route and fuel prices also affect the cost of a charter, as longer routes may call for a larger aircraft with better fuel capacity.

“Meticulous coordination is needed to handle passengers and baggage transportation for group charters. These services are also incorporated into the overall quote, along with crew services (including the pilot and flight attendants), landing fees, taxes and optional extras such as bespoke catering, branding and in-flight entertainment.”

What else impacts a group charter price?

“There are many factors that affect the price of a group charter, but supply and demand play a major role,” Agustin continues.

“Operator quotes can vary greatly depending on the season. A quote we receive for an aircraft in November can be vastly different from one we get in July, with rates increasing in the summer months due to higher demand. The size of an operator’s fleet can impact their availability, and therefore charter rates, during peak periods.

“One-off events, such as a big sports competition or a natural disaster that leaves governments scrambling to arrange evacuations, can also temporarily reduce aircraft supply.

“Another factor in charter pricing is where the aircraft is based in relation to the client’s desired departure and arrival locations. The region in which a flight takes place can also have an impact, with Europe being the most cost-effective region to charter in because of the number of operators and available aircraft. In Asia, on the other hand, you’re likely to encounter higher charter rates than in other parts of the world.”

What is and isn’t included in a group charter price?

“Travel companies often ask exactly what is and isn’t included in a charter price so they can pass these details on to their clients,” says Jamie.

“Costs like passenger taxes, catering, de-icing, extra insurance, out-of-hours airport fees and potential fuel surcharges may be included depending on the airline, location and type of request.

“Sometimes, our clients ask if there are any additional fees on top of the initial quote. At ACS, we’re transparent about any potential costs that may arise for a chartered flight, ensuring there are no nasty surprises further down the line.

“As standard, our ad-hoc charter prices always include exclusive use of the aircraft, landing and handling fees, fuel (based on current rates), in-flight cabin crew and third-party liability insurance – along with access to a dedicated account manager and our flight services team and 24-hour operations team.”

Why book your group charter in advance?

“There are numerous benefits of securing a group charter in advance,” Agustin adds.

“Securing availability is one reason we advise our clients to book early – especially if they’re planning flights in the busy summer months. For example, the Bombardier CRJ-1000 is a popular aircraft to charter due to its relatively low seat-to-mile costs, but there are less than 100 worldwide and they get booked up fast.

“That doesn’t mean we can’t fulfil last-minute requests. Recently we had just 24 hours to help fly 140 students from Malaga to Madrid for their connecting flight home to Saudi Arabia after completing a course, before taking another group back to Malaga to begin their studies. We sourced a Boeing B737-800, which was positioned overnight in Madrid and could operate a night flight before returning to the airport in time for its next scheduled service.

“However, booking early is best to guarantee the most cost-effective charter solution. If the client is still in the planning phase, we can also provide expert advice to help keep the price down, such as adapting the passenger numbers to match a more cost-effective aircraft type.

“We’re already contacting clients about their summer travel plans for next year so we can achieve the best prices for them.”

How do we achieve the most cost-effective charter rates?

“An aircraft charter can represent good value when there’s a large group of people,” says Jamie. “It’s tough to get 150 people a ticket on one commercial flight, for example.

“Over the course of more than 30 years in the industry, ACS has grown into one of the world’s largest charter brokerages with offices across six major continents. Our stature and reputation give us superior buying power over our competitors, meaning we can secure the best charter rates.

“When we receive a charter request, we take the time to ascertain exactly what the customer needs. Our unrivalled access to thousands of aircraft, industry experience, systems and processes allow us to deliver a quote faster than our competitors, with a ballpark figure communicated in a matter of minutes and a final price confirmed within 24 hours.

“Based on our industry knowledge, we can provide our clients with accurate indications of charter prices to help them budget for the rest of the year and into 2024.”

To learn more about our group charter services or secure your next charter, contact one of our specialists today.