What happens on the day of a helicopter charter

Key points

• Arrive about 10 minutes before departure at the exact site we confirm, and not before the site is open to you.
• Bring photo identification. Some airports and airfields ask to see it, and international flights need passports.
• Pack soft bags where possible; hard cases and bulky items need to be agreed in advance.
• The pilot gives a short safety briefing before boarding, and the flight leaves at your time if the weather and airspace allow.
• The day before, we send a final confirmation, and the phone line is open 24 hours if anything changes.

What happens the day before?

On the day of your helicopter charter everything has been agreed already. The day before, we confirm the aircraft, the landing sites, the departure time and the meeting point, and we check the forecast. If the weather looks marginal we tell you early and agree a plan, which may be an earlier departure, a different landing site or a fallback car. Our article on weather and helicopter charter explains how we handle this.

You will have the pilot's expected arrival time, the exact meeting point and a way to reach us. If any passenger has changed, or the luggage has grown, tell us now: weights and bags are the most common last-minute changes, and they are easy to deal with when we know in time.

When should I arrive, and where do I go?

Arrive about 10 minutes before departure, at the meeting point we confirm. For a private site this is usually beside the landing area. For an airfield or heliport it is the general aviation area or the agreed reception. At a major airport the procedure depends on the airport, so we give you specific instructions rather than guess.

Arriving much earlier does not help: there is no check-in desk, and the pilot is likely to be preparing the aircraft. If you are coming by car, build in your own journey time, because the 10 minutes starts from the site. If you need a car at either end, our sister service Executive Global Travel provides chauffeurs, and we can coordinate times with them.

What about security and identification?

Security depends on the site. Private landing areas have no formal screening. Airports and some airfields operate their own security and may ask for photo identification, and flights leaving or entering the UK need passports and normal border formalities. We tell you which applies on your day.

Whatever the site, carry photo ID and do not pack anything that could cause a problem for the flight. Lithium batteries, aerosols and similar items have limits on aircraft, and if you are unsure we will tell you. For group bookings, we ask for passenger names in advance so airports can process them smoothly.

Passengers who need extra help to board can read our helicopter accessibility and boarding guide and tell us before the day.

How does luggage work?

Luggage is weighed or estimated, then loaded by the crew into the aircraft's hold or cabin space. Soft bags are easiest because they can be shaped to fit. Helicopter holds are smaller than a car boot, and that is why we ask about bags when you request a quote. The article on passenger and luggage weight explained gives the detail.

Keep anything you need in flight, such as a laptop, a phone or paperwork, in a small bag on your lap or at your feet where the crew agrees. Large or awkward items, such as golf clubs, camera cases or a dog, should have been agreed when we quoted.

What happens in the safety briefing?

The pilot explains how to board and leave, how the seat belts work, where the exits are and what to do in the unlikely event of an emergency. It takes a few minutes. Follow the crew's guidance on approaching the aircraft: you are usually escorted, you approach from the front where the pilot can see you and you stay clear of the tail rotor.

Headsets or ear defenders are usually provided, and the crew show you how to use them. Our first-time helicopter passenger guide covers noise, nerves and clothing in more detail.

What is the flight like, and what happens on landing?

Once boarded, the helicopter starts, the pilot completes the checks and you depart at your agreed time if the weather and airspace allow. In flight you can talk through the headset, look out of the window and work on a laptop. The pilot talks to air traffic services where needed and will tell you if the plan changes.

On arrival the pilot lands at the agreed site, shuts down or holds, and you step out when told. A car, a meeting or a hotel door is typically minutes away. If the helicopter is waiting for you for a return flight, the pilot agrees the pick-up time with you before you leave.

For a day out and back, the details of the return are fixed when you book. See our same-day business trips page for how multi-leg days work.

How should I prepare the evening before?

Preparing for a helicopter charter on the day is mostly about the evening before. Pack soft bags, charge your phone and laptop, check the meeting point and the arrival time we sent, and put photo ID and passports in a bag you will carry. If the party has changed in any way, call us rather than wait for the morning.

Check the weather yourself too, but do not draw conclusions: a grey morning in town can hide a clear route, and a fine morning can hide fog at the destination. We make the call with the pilot and tell you. If you have a hard deadline, share it again so that it is the first thing we think about. Our quote checklist lists the details worth confirming, and the fleet page shows the aircraft you will meet.

If you are travelling with a large party, nominate one person to be the contact for everyone, so the pilot and our team deal with a single voice. For a team heading to a venue, see flying to a country house, hotel or golf club.

What if something goes wrong on the day?

We keep a 24-hour phone line open, and the pilot and our team stay in touch. Delays can come from weather, airspace restrictions or a late-running passenger. We keep you informed and, where a flight cannot happen, we agree the next step. If the flight is cancelled because of the weather, you pay nothing.