What Does a Trip Support Company Do? Who Needs One and Why

A trip support company handles the ground and paperwork side of your flight so you can focus on flying. Operators hire them to plan permits, slots, fuel, handlers, flight plans, and crew needs across the whole trip.

What a trip support company does

Trip support, also called international trip planning or flight support, works for the aircraft operator. That includes company flight departments, owner pilots, charter operators, and sometimes airlines, cargo and government flights. The goal is simple. Keep your trip legal, safe, and on time from start to finish.

Typical services include:

• Overflight and landing permits, and any prior permission required (PPR)
• Airport slots where needed
• Booking a ground handler or FBO at each stop
• Fuel arrangements
• Route planning and filing the flight plan
• Weather and airport notices for the crew
• Customs and immigration notices
• Crew hotels and ground transport
• Catering

Most run an operations desk around the clock. You have one point of contact watching the trip, ready to adjust plans if something changes.

Permits, slots, and flight plans: why they matter

Countries control their airspace. Under Article 1 of the Chicago Convention, each country has complete and exclusive control above its territory. This is why overflight and landing permits exist. If you need a refresher on when and why a permit is required, see our guide to overflight and landing permits.

Many busy airports also manage demand with slots. In the European Union, Council Regulation (EEC) No 95/93 sets common rules for how coordinators assign slots. If you plan to use a coordinated airport in the EU, you must get a slot from the airport's slot coordinator to land or take off. A trip support company will request the slot and match it to your plan and services on the ground.

Flight plan handling is another key task. In Europe, EUROCONTROL runs IFPS, the Integrated Initial Flight Plan Processing System. IFPS receives, checks, and distributes flight plans for flights under instrument flight rules in its area. If you depart from, arrive at, or overfly a country in the Network Manager area, you must submit your flight plan to IFPS. A trip support company can prepare the route and file it for you, and monitor any messages or changes.

Border rules are also part of the job. For private aircraft arriving in the United States, the pilot must send the passenger and crew manifest to US Customs and Border Protection electronically no later than 60 minutes before departure, as set out in 19 CFR 122.22. Many operators ask their trip support provider to prepare and send this on their behalf.

Who needs a trip support company

Some operators run their own 24 hour operations team and know their routes well. Others do not. You might need a trip support company if you fly to countries or airports you do not know well, if you have a small flight department, or if you are an owner pilot going abroad. A charter passenger does not usually hire trip support. The charter operator does, and it is part of the trip.

How it differs from other providers

Several roles can sound similar. Here is how they differ and how they work together.

Provider	Scope	Who they serve	Trip coverage
Trip support company	Permits, slots, flight plans, fuel, handlers, crew support	Aircraft operator	Coordinates the whole trip across countries
Ground handler or FBO	On-airport services: marshalling, parking, lounges, local support	Aircraft, crew, and passengers at one airport	One airport per stop
Charter broker	Finds an aircraft for the passenger	Passenger or charter client	Books the flight, operator handles operations

Want to review what an FBO covers at the local level? See what an FBO does. If you pick your own handler, use this guide on how to choose a ground handler. A trip support company will line up the right handler at each stop and make sure they match your schedule and airport rules.

Timing, details, and real-world notes

Permits often set the pace of a trip. On long routes this can be the key factor. As Enzo Viardot, Co-Founder and COO of charter broker Elysium Jet and a Falcon 900 pilot, notes in our interview about flying New York to Dubai, permits set the timing on that route, not the aircraft. He adds, "Otherwise, we can usually organize the flight with 48 to 72 hours' notice." Lead times vary by country, so your plan should fit local rules.

Small details can change a plan. James Ison, founder of The 0.1% Group, a London private aviation and luxury concierge business, says: "Details such as an airport closing earlier at weekends can affect the plan." This is the kind of issue trip planning is meant to catch. See his advice in our article on planning a luxury trip by private jet.

Good trip support ties all parts together. Your permit windows align with your airport slots. Your ground handler meets the new ETA. Fuel is ready at the agreed price. The IFPS flight plan is filed, and any messages are handled. Crew know the weather and airport notices before they brief. Customs and immigration are arranged and confirmed. Hotels and cars are booked, with backups if needed. Most providers keep watch 24 hours a day so they can act on short notice.

It also helps to set roles. The trip support company coordinates and books. The ground handler delivers services at the airport. The captain stays in command. Clear roles cut delays and reduce confusion on the day.

Checklist: questions to ask a trip support provider

• Which parts of the trip do you handle directly, and which do you outsource?
• How do you manage permits, slots, and PPR, and how do you track changes?
• Do you monitor IFPS messages and ATC notices during the flight?
• How do you choose ground handlers and FBOs at each stop?
• What is your process for customs and immigration notices, including US CBP manifests?
• Is your operations desk staffed 24 hours a day, and how do I reach it?
• How do you brief crews on weather and airport notices?
• What is your plan if an airport closes or a slot changes?
• How do you confirm hotels, transport, and catering, and what are the backups?
• What documents will you provide before departure and at each stop?

Who is responsible

Responsibility stays with the operator. In the United States, 14 CFR 135.77 says each charter certificate holder is responsible for operational control. In Europe, ORO.GEN.205 of Regulation (EU) No 965/2012 says that when an operator contracts or buys services, it must make sure they meet the applicable requirements. A trip support company does not fly the aircraft and does not replace the operator. It supports the operator with the planning and arrangements.

Sources: ICAO Convention on International Civil Aviation (Article 1); Council Regulation (EEC) No 95/93; EUROCONTROL (IFPS); US 19 CFR 122.22 and 14 CFR 135.77; Regulation (EU) No 965/2012 (ORO.GEN.205).

Looking for help on the ground for your next trip? Browse flight support companies in our aviation directory.