The Day of the Flight: An Assistant’s Checklist

Private jet day of travel.

A practical day of travel guide for executive assistants, personal assistants, chiefs of staff and corporate travel teams.

On the day of a private jet flight, the assistant should work from one current flight brief containing the confirmed departure time, passenger arrival time, terminal or private facility, driver instructions, local handling contact, crew details and the OdinJets day of flight contact. Send the passenger a shortened version before departure and keep the operational brief open until everyone has arrived.

The passenger is flying. The assistant is at a desk, holding a phone and being asked where the car is.

That distinction matters.

Most descriptions of private aviation begin at the aircraft. The work starts earlier: confirming that the driver has the correct entrance, checking that the meeting has not overrun, making sure the passenger has the right identification and knowing exactly whom to call when the plan changes.

A good private jet flight brief brings those details into one place. It should answer the practical questions before they become urgent:

• What time does the passenger need to leave?

• What time should they arrive?

• Where exactly does the car go?

• Which entrance or private terminal should the driver use?

• Who is meeting the passenger?

• What should the passenger carry?

• Who needs to know if the meeting overruns?

• Who picks up the phone on the day?

The final question is the one that matters most.

On the day of travel, the assistant should not have to search through an email chain to find someone who understands the flight.

What happens on the day of a private jet flight?

The exact sequence depends on the airport, route and handling arrangements, but the day usually follows a clear operational order:

1. The assistant checks the latest flight brief.

2. The aircraft, crew and local handling arrangements are reconfirmed.

3. The driver receives the exact destination, map link and arrival time.

4. The passenger receives a shorter departure message.

5. Any timing changes are passed to the Odin Jets contact before they become critical.

6. The passenger arrives at the named private terminal or handling facility.

7. Identification, security, customs or immigration formalities are completed as required.

8. The passenger boards once the aircraft and crew are ready.

9. The arrival car or receiving party is kept aligned with the expected landing time.

10. The assistant receives confirmation of any material change or completion, according to the agreed communication process.

Private aviation removes much of the waiting associated with scheduled travel. It does not remove identification, security, customs, immigration, airport access or operational requirements.

The flight brief should therefore take precedence over assumptions based on a previous journey.

The private jet flight brief

The flight brief is the assistant’s working document for the journey.

It should not be a general itinerary with only the airport names and departure time. It should be precise enough for a driver, passenger or colleague to act without asking a second question.

A complete private jet flight brief should contain the following sections.

Journey summary

Include:

• Date of travel

• Origin and destination

• Local departure time

• Expected local arrival time

• Passenger arrival time

• Estimated flight time or block time

• Aircraft type

• Aircraft registration, once confirmed and appropriate to share

• Passenger names

• Booking or trip reference

Write the local time zone beside any time that could be misunderstood.

This is particularly important when the assistant, passenger, crew and receiving office are in different countries.

Departure details

Include the exact departure point rather than only the airport name.

The brief should show:

• Airport name

• Airport code

• Named private terminal or handling facility

• Full street address

• Correct vehicle entrance

• Map link

• Coordinates or navigation pin for the driver

• Instructions for the final approach to the terminal

• Passenger arrival time

• Local handling telephone number

• Any access, parking or waiting instructions

Large airports may have several terminals, gates and private aviation facilities. Even dedicated business aviation airports can have more than one handling facility.

The airport postcode alone may direct the driver to an administrative entrance, public terminal or incorrect side of the airfield.

The map pin matters.

Arrival details

Provide the same level of detail at the destination.

Include:

• Expected landing time in local time

• Named arrival facility

• Full address

• Map link

• Coordinates or navigation pin

• Arrival handling contact

• Driver name and telephone number

• Vehicle details

• Agreed collection point

• Instructions for the driver if the aircraft arrives early or late

The driver should know where to wait before the aircraft lands.

“Meet at the airport” is not sufficient.

Crew details

Where confirmed and approved for inclusion, the operational flight brief should identify:

• Captain

• Additional flight crew

• Cabin crew, where applicable

• Relevant crew contact route

Crew names may be useful to the passenger and assistant, but operational changes should normally be passed through the designated Odin Jets day of flight contact rather than sent independently to several people.

The brief should make the communication route clear.

Day of flight contacts

This section should be visible immediately.

It should show:

• Named Odin Jets day of flight contact

• Direct telephone number

• Backup operational contact

• Departure handling contact

• Arrival handling contact

• Departure driver

• Arrival driver

• Principal’s office contact, where appropriate

• Out of hours escalation route

The assistant should know which number to call first.

A list of five unexplained telephone numbers creates hesitation. Every number needs a role:

• Call this person if the meeting overruns.

• Call this person if the driver cannot find the terminal.

• Call this person if the passenger list changes.

• Call this person if the arrival car is delayed.

• Call this number if the primary contact does not answer.

ODIN JETS VERIFICATION REQUIRED: Anton must confirm the exact day of flight contact structure, operating hours, backup route and the response that Odin Jets can promise publicly. Do not publish a named operations contact or telephone number until this has been confirmed.

How early should a passenger arrive for a private jet?

The correct arrival time is the time stated in the final flight brief.

Private terminals can allow passengers to move from the car to the aircraft much more quickly than a scheduled airline terminal. That does not create one universal arrival time.

The required time can change according to:

• Airport procedures

• Domestic or international routing

• Passport, customs and immigration requirements

• Security screening

• Passenger count

• Checked baggage

• Pets

• Special assistance

• Airport access restrictions

• Aircraft parking position

• Departure slot

• Weather

• Local operating conditions

Some private aviation journeys are planned around arrival shortly before departure. Others need more time.

Farnborough Airport, for example, illustrates a passenger journey with arrival at 10:30 and wheels up at 11:00. This is a useful example of how quickly a dedicated private terminal can work, but it is not a rule for every airport or flight.

The assistant should not decide that “15 minutes is always enough” because it was enough on a previous trip.

Use the passenger arrival time confirmed for the actual journey.

Departure time and passenger arrival time are not the same

A flight brief should contain both.

Departure time is the planned aircraft movement.

Passenger arrival time is when the passenger should reach the named facility.

If the aircraft is scheduled to depart at 14:00 and the passenger arrival time is 13:30, do not send the passenger only “Flight at 14:00.” That invites a 14:00 arrival.

The passenger message should say:

Please arrive at the private terminal at 13:30 for a planned 14:00 departure.

It should also state the recommended time for the car to leave.

What should the assistant send before the passenger leaves?

The passenger does not need the entire operational file on their phone.

Send a short travel message containing only what they need to act:

• Car collection time

• Driver name and mobile number

• Vehicle details

• Passenger arrival time

• Planned departure time

• Airport and named private terminal

• Clickable map link

• Expected arrival time

• Arrival driver or collection arrangement

• Identification reminder

• Odin Jets day of flight telephone number

Keep operational notes, supplier instructions, internal references and escalation details in the assistant’s full brief.

Passenger departure message template

Your flight today: [origin] to [destination]

Car collection: [time]

Driver: [name and telephone number]

Vehicle: [make, colour and registration]

Please arrive at: [time]

Planned departure: [time]

Departure point: [named private terminal or handling facility]

Address: [full address]

Map: [clickable map link]

Please carry: [passport or required identification]

Expected arrival: [local time]

Arrival car: [driver name, telephone number and collection point]

Day of flight contact: [name and direct telephone number]

Please let me know immediately if your meeting timing changes.

The message should be short enough to read in a car.

What should the driver receive?

The driver needs more precision than the passenger.

Send:

• Passenger name

• Collection address

• Required collection time

• Requested arrival time at the airport

• Named private terminal or handling facility

• Full address

• Map link

• Coordinates or exact navigation pin

• Vehicle entrance instructions

• Local handling telephone number

• Passenger’s assistant contact

• Waiting instructions

• A request to confirm collection and arrival

Ask the driver to open the map link before departure.

A postcode or street address can be insufficient at airports with several entrances. The correct location should come from the confirmed flight brief, not from an independent search on the day.

Driver instruction template

Please collect [passenger] from [address] at [time].

Required arrival at the airport: [time]

Destination: [named private terminal or handling facility]

Address: [full address]

Map: [link]

Coordinates: [coordinates]

Entrance instructions: [instructions]

Local contact: [name and telephone number]

Please confirm when you are in position, when the passenger is on board and when you have arrived at the terminal.

Do not redirect to another terminal without speaking to [day of flight contact].

The assistant’s private jet day of travel checklist

The evening before

• Confirm that the final flight brief has been received.

• Check the date, route and all local times.

• Confirm passenger names exactly match their identification.

• Check passport or identification requirements.

• Confirm any visa or entry requirements through the appropriate official source.

• Confirm the aircraft type and registration if available.

• Review the passenger arrival time.

• Confirm the exact departure facility.

• Open every map link.

• Check that the map pin reaches the correct vehicle entrance.

• Confirm the departure car.

• Confirm the arrival car.

• Review baggage, catering, pet and special assistance requests.

• Save the Odin Jets day of flight number.

• Save the local contact at each airport.

• Send the passenger a short reminder if appropriate.

Before the car leaves

• Check for a revised flight brief.

• Confirm that no time, aircraft, airport or terminal detail has changed.

• Confirm the driver is in position.

• Send or resend the passenger travel message.

• Confirm that the passenger has the required identification.

• Check that the departure contact is available.

• Check for any message about weather, slots, airport restrictions or an operational change.

• Keep the full flight brief open.

When the passenger is in the car

• Confirm the car has departed.

• Check the expected drive time.

• Tell the day of flight contact if traffic may affect arrival.

• Keep the passenger’s meeting contact informed if the departure depends on a meeting ending.

• Confirm that the driver is using the correct map pin.

• Avoid giving the driver a new entrance based on an unverified online search.

At the departure airport

• Confirm the car has reached the correct facility.

• Confirm the passenger has been received.

• Keep the phone available until boarding.

• Record any revised departure or arrival time.

• Pass material changes to the arrival driver.

• If the passenger is delayed inside the terminal, speak to the named day of flight contact.

While the aircraft is airborne

• Check the latest expected arrival time through the agreed source.

• Update the receiving office or host if necessary.

• Confirm the arrival driver is in position.

• Send the driver any revised landing estimate.

• Keep time zone differences clear.

• Do not treat a public flight tracking page as the sole operational source.

After landing

• Confirm the aircraft has arrived.

• Confirm the arrival driver is at the correct collection point.

• Check that the passenger has connected with the driver or receiving party.

• Record any missing baggage, service issue or additional request.

• Retain the final flight brief and material communications according to company policy.

Who should the assistant call if the meeting overruns?

Call the named Odin Jets day of flight contact shown on the final brief.

Do this as soon as a delay becomes possible. Do not wait until the planned passenger arrival time has already passed.

The assistant should provide:

• Passenger name

• Flight route

• Planned departure time

• Current location

• Best estimate of the delay

• Whether the passenger is already travelling to the airport

• Any fixed commitment at the destination

The day of flight contact can then check the operational effect.

A delay may affect:

• Crew duty limits

• Airport operating hours

• Departure or arrival slots

• Aircraft parking

• Ground handling arrangements

• Customs or immigration coordination

• Catering

• Arrival transport

• The aircraft’s next flight

The assistant should not promise the passenger that the aircraft can simply wait.

The correct response is:

I have informed the day of flight contact and am waiting for the revised operational position.

Delay notification template

[Passenger] may be delayed for the [origin] to [destination] flight scheduled at [time].

Current expected arrival at the private terminal: [time].

Reason: [brief factual description].

The passenger is currently [location or status].

The fixed commitment at destination is [time and purpose], if relevant.

Please confirm the latest workable arrival time and any effect on the itinerary.

What if the passenger is ready early?

Tell the day of flight contact before changing the car time.

An earlier passenger arrival does not always mean the aircraft can depart earlier. The aircraft, crew, slot, handling arrangements and destination permissions must all be ready.

The passenger can still leave early if that is useful, but the assistant should not present an earlier departure as confirmed until the operational contact has confirmed it.

What if the driver goes to the wrong terminal?

Call the driver first and give them the map link and exact location from the flight brief.

At the same time, inform the departure handling contact or the Odin Jets day of flight contact if the mistake may affect passenger arrival.

Do not search for the airport name and send the first public terminal that appears.

Use:

• The named facility

• Full address

• Map link

• Coordinates

• Entrance instructions

• Local contact number

This is why the driver section of the flight brief should be complete before the day of travel.

What if the aircraft or registration changes?

Aircraft substitutions can occur for operational reasons.

If a change is notified, the assistant should check:

• Aircraft type

• Registration

• Passenger capacity

• Baggage implications

• Cabin requirements previously agreed

• Revised departure time

• Revised arrival time

• Any change to the departure facility

• Any change to the passenger brief

Do not forward an old aircraft registration after a substitution has been confirmed.

Use the latest version of the flight brief and remove the superseded version from the active message thread where practical.

What if the passenger list changes?

Tell the day of flight contact immediately.

Do not assume that another person can arrive and board because there is an empty seat.

The operating team may require:

• Full legal name

• Date of birth

• Nationality

• Passport or identification details

• Visa information

• Passenger weight where operationally relevant

• Baggage information

• Details of a pet or special assistance requirement

A late passenger change may affect security, immigration, customs, aircraft performance, catering and the approved manifest.

The assistant should wait for confirmation that the passenger has been accepted.

What if baggage changes on the day?

Report any material baggage change before the car reaches the airport.

The relevant details include:

• Number of cases

• Approximate size

• Approximate weight

• Golf bags

• Skis

• Musical instruments

• Samples or professional equipment

• Medical equipment

• Restricted or unusual items

An aircraft may have enough seats but insufficient baggage space for an unexpected item.

Do not promise that large or unusual baggage can be carried until the operating team confirms it.

What if the passenger is travelling with a pet?

Check the pet requirements before the day of departure.

The flight brief should confirm:

• Pet type

• Breed where required

• Weight

• Carrier arrangements

• Identification or microchip information

• Vaccination and health documents

• Entry permission

• Departure and arrival handling requirements

• Any airport restrictions

A private flight does not remove national animal entry rules.

If any document or approval is outstanding on the day, call the day of flight contact before the passenger leaves.

What the assistant should keep open?

During the active travel window, keep these items immediately available:

• Current flight brief

• Passenger list

• Passenger mobile number

• Odin Jets day of flight contact

• Backup operational number

• Departure handling contact

• Arrival handling contact

• Departure driver

• Arrival driver

• Map links for both airports

• Driver coordinates

• Identification and travel document notes

• Meeting contact

• Receiving office contact

• Any fixed airport operating or destination timing constraint

The assistant should not depend on searching an inbox while the passenger is waiting.

One brief, one version

Timing mistakes often begin with two people reading two different documents.

Use one clearly dated flight brief. If a material change occurs:

1. Update the version time.

2. Mark the changed field clearly.

3. Send the revised document to everyone who needs it.

4. State what changed in the accompanying message.

5. Ask key recipients to acknowledge the update.

6. Stop using the previous version.

A useful title format is:

Flight Brief: [Origin] to [Destination] | [Travel date] | Updated [local date and time]

Do not identify the document only as “Final.” A document called “Final 3” is not a reliable operational reference.

The question every assistant needs answered

On the day of the flight, who picks up the phone?

The answer should appear at the top of the final flight brief.

It should be one named contact with one direct number, supported by a clear backup route. The person answering should be able to understand the booking, contact the operating parties and explain what happens next.

The passenger should receive that number.

The assistant should save it.

The driver should receive the relevant local number.

The process should be agreed before the car leaves.

A day of flight service is not defined only by the aircraft. It is defined by what happens when the meeting overruns, the driver turns into the wrong entrance or the passenger list changes at short notice.

The quality of the answer begins with a current brief and a telephone number that reaches someone who knows the flight.

Frequently asked questions

What time does my principal need to arrive for a private jet?

Use the passenger arrival time stated in the final flight brief. There is no universal arrival time for every private flight. Airport procedures, security, customs, immigration, baggage and local operating conditions can all affect the required timing.

How early should passengers arrive for a private jet flight?

Passengers can often arrive much closer to departure than they would for a scheduled airline flight, particularly at a dedicated private terminal. The correct timing must still be confirmed for the specific airport, route and journey. Do not rely on a general 15 or 30 minute rule.

Where exactly should the car go?

Send the driver the named private terminal or handling facility, full address, map link, coordinates and vehicle entrance instructions from the final flight brief. The airport name or postcode alone may direct the driver to the wrong location.

Who do I call if the meeting overruns?

Call the named Odin Jets day of flight contact as soon as a delay becomes possible. Provide the passenger name, route, planned time and realistic delay estimate. Do not wait until the passenger is already late.

What should I send the passenger before they leave?

Send the car collection time, driver details, required airport arrival time, planned departure time, exact terminal, map link, identification reminder, expected arrival arrangement and day of flight contact number.

What should be included in a private jet flight brief?

Include the itinerary, all times in local time, passenger arrival time, aircraft, registration where confirmed, passenger list, crew details, named facilities, full addresses, map links, driver coordinates, local contacts, car arrangements and day of flight escalation route.

Can a private jet wait if the passenger is late?

It may be possible, but it cannot be assumed. Crew duty limits, airport operating hours, slots, handling arrangements and the aircraft’s next movement can affect the available flexibility. Tell the day of flight contact as early as possible.

Can the aircraft leave early if the passenger arrives early?

Only if the aircraft, crew, airport, handling arrangements and destination requirements permit it. Ask the day of flight contact to confirm before telling the passenger that the departure time has changed.

Can a passenger be added on the day?

Possibly, but the change must be approved before the person travels to the airport. The operating team may need identification, nationality, passport, visa, baggage and other information.

Who confirms that the passenger has arrived?

The process should be defined in the flight brief. Depending on the agreed arrangement, confirmation may come from the driver, local handling team, crew or Odin Jets day of flight contact.