The FBO and ground transport handoff: a planner’s checklist

Confirm the meeting point, not just the airport

Ask your broker for the FBO or other designated meeting location once it is confirmed. Record its name and the relevant address or instructions supplied for the trip. Do not substitute an airport’s general terminal address or a location remembered from an earlier flight.

Check the departure and arrival arrangements separately. The same airport may have different facilities, and the operator’s arrangements can change. Make sure the driver’s instructions match the current itinerary and identify who will resolve a mismatch before the traveler is in transit.

Give the driver a useful handoff

A driver needs enough information to meet the traveler and respond to a delay, but usually does not need the complete charter paperwork. Coordinate through the approved contact method and share only the details required for the transfer.

• The confirmed pickup or meeting point for the relevant leg.
• The date, expected timing and time basis.
• A contact route for the planner or broker coordinating the handoff.
• The traveler or party identifier needed for the pickup.
• Luggage, accessibility or vehicle needs that the provider has acknowledged.
• The person responsible for notifying the driver when details change.

Make revisions explicit

An updated arrival time does not automatically mean the ground provider has accepted a revised pickup. Ask the responsible person to confirm the change, then mark that handoff complete. Keep ‘message sent’ separate from ‘provider acknowledged.’

If an FBO changes, send the new location and clearly state that it replaces the previous one. Avoid a vague instruction such as ‘use the latest itinerary’ when a driver is already on the road. A concise direct update is easier to act on.

Ground transfer update
Trip / leg:
Previous arrangement being replaced:
Confirmed meeting point:
Updated date and time basis:
Passenger or party reference:
Action required:
Please confirm receipt to:
Owner checking acknowledgement:

Check the entire handoff before departure

Before travel, ask whether the passenger, broker and ground provider all have the same confirmed plan. Verify the contact route for an unexpected issue and make sure the backup assistant knows where to find it. The operator and service providers remain responsible for their own procedures and instructions.

WingStack can bring trip details and communication into the shared workflow. Ask your broker which ground-service details they maintain there and how your planner role should raise a change. The goal is a traceable handoff, not an assumption that a field on the itinerary has notified every external provider.