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Productivity, efficiency and flexibility are just a few of the benefits businesses can expect from using private jets, buses and shuttles to expedite travel and reduce “out of office” time. It goes without saying, but two major historical events — September 11, 2001, and COVID in 2020 — have changed travel. While private, corporate transportation has always solved many challenges of group travel, companies are now focused on the benefits magnified by offering a better and safer travel experience. With today’s airline issues — delayed or cancelled flights — meeting planners are seeing the benefits of charter flights, which cut down on travel time and make the difference between moving forward or cancelling plans.

Charter Flights

While corporate air charters may be a trend in the meeting industry, it is certainly not new. Charter flights started to “take off” in the boom-boom days of the 1990s, when corporations decided to offer their top executives chartered aviation options to meetings and events as a perk. But there was also a more serious reason. Corporate America became more multinational. So, for many businesses it made good business sense to have chartered jets available, and eliminate unwanted delays of commercial aviation to maximize time for a meeting or event. After 9/11, the interest in chartered flights increased, as many people experienced real fears about flying commercially. Moreover, the necessary delays caused by heightened security for commercial flights at major airports caused excessive downtime for the C-Suite. Now, more than two decades later, charters continue to be a sought-after transportation option for planners and attendees alike. The charter industry, made up of companies that provide flights via private planes or ground transportation on private buses on a fee basis, has continued to expand in recent years. For example, the small aircraft charter’s role in the industry is to provide an alternative to a typical airline experience. Chartered flights or ground transportation provide service with no financial risk; the meter stops running when the company releases the airplane or vehicle. So, what are the biggest draws of chartered flights these days? Quite simply, chartered flights are under a company’s control, allowing meeting attendees to avoid hours of security checkpoints and delays. Corporations control who is on the aircraft, and chartered aviation flights are apart from the general commercial traffic, and oftentimes fly out of small, general aviation facilities, thus avoiding the congestion due to security or other concerns at major hubs. Dean Fisher, CMP, meeting broker at Meetings Made Easy in Las Vegas, NV, offered his insights on charters based on a high-level contracting perspective. “Group charters are generally used to attract attendees to a conference opportunity,” Fisher said. “I have found group sizes for 50 to 100 people have more charter opportunities available to them. Sponsorship is generally a driver in securing charters.”

Beyond Air Travel

Charters expand beyond air travel and often include chartered shuttles, buses and event marine vessels, such as cruise ships. As Armir Harris, CEO and cofounder of CharterUP, a bus charter company in Atlanta, GA, explained, the history of group charters within the corporate event and meeting sphere underscores their enduring value. “Group travel has always been prized for its role in fostering productive discussions and team unity, making it an indispensable asset for enhancing meeting outcomes,” Harris said. In a recent resurgence, Harris said group charters have seen a notable uptick in the corporate landscape. The shift toward in-person activities and flexible solutions has put the spotlight on their efficacy. This trend has been especially evident as companies embrace the return to office culture and seek innovative transportation methods for events. For example, CharterUP’s Employee Shuttle Program integrates cutting-edge technology and an intuitive app to optimize communication while building trust between meeting planners, attendees and transportation providers. “This approach brings unprecedented transparency to corporate travel logistics, resulting in remarkable year-over-year growth of over 283%,” Harris said. “The prevalence of group charters in corporate events and meetings is rooted in their ability to facilitate meaningful interactions and business objectives.” Charters cater to evolving business needs and contribute to successful meetings and events.

All-inclusive Group Experience

No matter the type of group that is traveling, we can all agree that a direct charter flight is much more appealing than flying commercial. If ground transportation is the perfect choice for your meeting or event, charter buses can offer meeting planners great service and unbeatable comfort. You can easily elevate your attendee’s experience, especially if the groups that are traveling are your top employees. The meeting or event doesn’t have to start when you get to the destination; it can start on the chartered bus or well before takeoff, if traveling by plane. Daniela Torrealba, former manager of events and education for Distilled Spirits Council of the United States in Washington, DC., worked with CharterUP as she was seeking an all-inclusive group transportation experience. “Real-time quotes and a variety of vehicle types and sizes take the legwork out of curating unique transportation needs by event, and the real-time charter bus location tracking makes day-of travel logistics equally as seamless as the booking process,” Torrealba said. For many corporate meeting planners, event transportation is their top area of concern and management. It’s not simply about moving attendees from Point A to Point B, but it is also the starting point of establishing the attendee experience for the entire meeting or event. If an attendee has a difficult travel experience, with cancelled flights or mechanical issues of road transportation, it can set the “tone” for the entire event. There is a level of “control” that a meeting planner has in selecting the charter company and its subsequent reputation that can be appealing. Chartered transportation comes in a variety of sizes to accommodate exactly what the meeting planner is looking for. For example, CharterUp offers a variety of charter options in a range of sizes, from mini buses to full-size charter buses, and you can ask for a bus with more seats than you need if you’d like to give people extra space. As Harris pointed out, with options such as these, attendees are offered flexible scheduling and coordinated arrivals, which underscores the vital importance of reliable transportation to meetings and events, serving as the essential component that keeps everything on schedule and a punctual experience for all attendees. “Charters are especially advantageous for time-sensitive events, conferences and instances where participants are located across diverse locations or when the event destination lacks convenient commercial flight options,” Harris said. “The decision to opt for a charter hinges on optimizing logistical coordination, enhancing attendee punctuality and ultimately elevating the travel experience for attendees.”

Flexibility, Privacy & Safety

Regardless of the convenience afforded by air and bus charters, the majority of businesses still have their meeting attendees travel commercially. This means if a Nebraska-based company has a meeting in Chicago, corporate attendees have to spend an entire day getting to and from a corporate meeting. For some corporate meeting planners, the idea of spending more money on transportation, rather than on the meeting  experience, including food, beverages, amenities, keynote speaker fees and accommodations, is simply not appealing. For many, commercial transportation means less expensive transportation. This is especially important, as the corporate travel environment continues its post-pandemic rebound, and many companies are carefully watching every penny that is being spent on corporate meetings and events. Often, the first thing that is strictly budgeted is the amount of money being spent on transportation costs for attendees to and from an event. When companies are forced to cut costs, travel expenses are among the first to be slashed. And the common perception that chartering private flights is only feasible for the rich and famous is somewhat unfounded. That’s because what charters are really selling is time. Time means money. And for meeting and event planners, it is an incredibly valuable commodity. More often than not, they are stressed because they don’t have enough time. In the ever-evolving landscape of travel, charter buses are emerging as a leading trend, especially for groups. And today’s planners are looking closely at that trend. They reason is simple. They want less hassle, more time and an easy ride. No more missed flights, security lines, driving a long distance from where you land to your destination because of no scheduled air service. No more waiting for baggage, layovers, park-and-ride or one-day trips that turn into three-day absences because of inconvenient flight schedules. Planners and companies alike want the flexibility in getting their key people where they need to be and back. For those corporations that do select charter transportation, flexibility, security and privacy are some of the main reasons meeting attendees and meeting planners are increasingly climbing aboard non-commercial aircraft and ground transportation. In addition to using charters as alternative transportation options, more and more meeting planners are also incorporating charters as an alternative entertainment option by chartering cruise vessels for day-long, evening, or even multi-day excursions for small- to medium-sized corporate groups. When you think about traditional cruise lines, what comes to mind? Luxury travel. Exotic ports of call. And the ships themselves: Huge, luxurious liners, with fine restaurants, pools, salons, fantastic nighttime entertainment and staff that serve attendees well. Chartered cruises can certainly include the above or they can be more simple vessels that offer all-inclusive experiences for attendees. These ships are small, giving them access to ports that larger ships can’t reach. Itineraries are unusual, while onboard entertainment is minimal. Dining is generally open seating, allowing cruisers to dine when they want and with whom. Guest lecturers and classes provide intellectual stimulation. And crew members know every passenger by name. Small- to medium-size meeting groups are ideal for most chartered cruise ships as larger groups may require more of a balancing act based on the available space required for private gatherings. Most larger meeting spaces on cruise ships are also public venues and meeting groups may need to be flexible based on their meeting time request and the required number of hours in utilizing the space. One of the great advantages of hosting a meeting “at sea” is that chartered companies provide all-inclusive options for corporate events — everything a corporate group could want has been attended to, and nothing has been overlooked. There are hundreds of reasons to have a chartered meeting at sea, but one of the biggest is that you can focus on the meeting itself and not the transport, entertainment, meal options and other factors that detract from the purpose. These chartered vessels are also equipped with some of the most advanced audiovisual equipment, which can be utilized for events and meetings onboard.

Key Considerations

Chartered transportation within the meetings and events industry is here to stay. But, it is up to  corporations to use charters as a smart business tool, and not as a symbol of corporate waste. And as globalization continues, expect corporate charters to increase, not decrease, in the years to come. Harris advised that corporate meeting planners who may be assessing group charters for corporate events should thoroughly evaluate key factors to ensure success. This includes the charter company’s reputation and experience, which are paramount. Customization is equally important, as a charter company can tailor experiences to specific event requirements, including personalized itineraries and amenities. “Transparency is non-negotiable when selecting a charter partner. Transparent pricing eliminates ambiguity, allowing informed budget decisions,” Harris said. Personalized support is crucial for flawless coordination. Hands-on customer service ensures planners receive unwavering assistance, resulting in seamless journeys and lasting memories. Fisher added that most corporate meeting and event attendees don’t get the chance to experience charters in their personal travels. “The cost of transportation to the charter sometimes may be more expensive than anticipated,” Fisher said. “When contracting a charter, a meeting planner should insure that they receive references from past experiences. Also, clarify if you’re working with the charter directly versus a third-party representative.” As a corporate meeting planner, expecting the unexpected is part of the job description. Anticipating the exact number of attendees, balancing charter transportation logistics with the numerous other responsibilities, and sifting through the vast charter market to find the best fit are just a few of the hurdles when working with charters, but the benefits will most likely surpass any challenges that may come. C&IT