What can change a helicopter charter quote, and how to avoid surprises

Key points

• A fully inclusive quote prices the flight as described. A change to the description can change the price.
• Route, date, passengers, weights and waiting time are the usual causes.
• A landing site that is not approved is a common reason to change the plan.
• Larger parties or heavier loads can need a larger helicopter.
• If the flight is cancelled because of the weather, you pay nothing.

What changes the price of a helicopter charter?

Seven factors account for most changes: the date, the route, the passengers, the weights, the landing sites, the waiting time and the aircraft. Each feeds the cost: more flying time or a larger aircraft costs more, a more distant base means longer positioning, and a landing fee at a new site adds a charge.

The first quote is built on what you told us. If it is complete and accurate, the price should hold. Our fully inclusive quote guide explains what is covered.

Which changes matter most?

A different date

Availability and positioning change with the date. Peak dates for events, holidays and weekends are in demand, and a date change can mean a different aircraft or a longer positioning flight.

A different route or an extra stop

Flying time is the core of the price. An extra stop adds time, a landing fee and often waiting time. See roadshow and multi-stop planning.

More passengers or heavier weights

The aircraft must stay within its limits. A party that grows from four to seven may need a larger helicopter. See passenger weight and luggage.

Longer waiting time

If you stay longer than planned, the helicopter waits longer, and the crew's hours and parking charges matter. Tell us at the start how long you expect to stay.

A landing site that is not approved

If a venue says no, we use another site, which may mean a car transfer or a different landing fee. See landing at a private site.

What about changes outside your control?

Some changes come from outside. Airports and airfields set their own landing and parking charges and can change them. A venue can withdraw permission. A runway can close. The weather can force a different plan.

We tell you about these as soon as we know. If the flight is cancelled because of the weather, you pay nothing, and we agree the next step with you. For ground fallbacks, see our sister service Executive Global Travel.

How do I avoid surprises?

• Give us complete details at the start, using the quote checklist.
• Tell us what is fixed and what is flexible.
• Read the assumptions in the quote and correct any that are wrong.
• Ask what would change the price, before you accept.
• Tell us promptly about changes to the party, the times or the sites.

Honesty about the plan is the best protection for your budget. If you are unsure, ask us to explain any line.

How do we keep the quote steady?

Knowing what can change a helicopter charter quote is half the answer; the other half is how we keep it steady. We ask the right questions at the start, state our assumptions in the quote, confirm landing sites before we finalise and give you a validity date. Where something is unknown, such as a venue's permission, we say so.

When something does change, we follow a simple rule: tell you first. If a site is refused, if an airport changes a charge or if the aircraft has to change, you hear from us before the price moves, with the reason and the options. Sometimes the best answer is to change the plan rather than the price, for example swapping a refused site for a nearby airfield and a car.

You can help by sharing changes early, such as a new passenger or a later finish. The sooner we know, the cheaper the change usually is. And if there is a trade-off, say between a lower price and a firmer timetable, we tell you what it is. See roadshow and multi-stop planning for how extra stops are priced into the day, and the routes index for typical times.

What are examples of changes and their effect?

Some examples show the principle. A party of five becomes seven: the smaller aircraft no longer fits, and a larger one is quoted. A lunch meeting runs two hours longer than planned: the waiting time rises. A hotel declines landing permission: the flight goes to a nearby airfield, a car completes the journey, and the landing fee changes. A client moves the date by a week: a different aircraft is free, and the positioning flight changes. In each case we explain the cause and the effect before anything moves, and we look for the option that costs least.

What if I need to cancel or change?

Terms for changes and cancellation are set out when you book, and they depend on how close to the date you are. Tell us as early as you can: the sooner we know, the more options we have. For weather, our commitment is simple: if the flight is cancelled because of the weather, you pay nothing.

To start, request a quote or call the line that is open 24 hours. For general pricing guidance, see Helicopter Hire Prices.

Finally, keep a record. Save the quote, note the assumptions in it and send any change in writing. A clear paper trail protects both of us and makes any adjustment quick and fair.