The workload and detailed pre-planning involved in picking up a passenger arriving by private jet are completely different compared to a commercial airline pickup. Whoever is organizing the chauffeured ground transportation service for a private jet arrival needs very specific knowledge of the industry so risks of having an incident are minimized.
When picking up a passenger at a commercial terminal, the process is predictable. The flight has a public number that can be tracked, the arrivals area is clearly marked, and the protocol is largely consistent from one country to another.
But, when a passenger flies on a private jet, everything changes. The flight number is not public, arrival locations vary by airport, and the chauffeur cannot simply “show up and wait.” This significantly increases the need for a trusted partner who is in the right place at the right time for the pickup. A single coordination error can trigger a chain reaction that disrupts the passenger’s entire schedule.
Below, you’ll discover what it truly means to coordinate pickups at executive terminals—and why every detail matters when the passenger is not flying commercial.
Validating the tail number: The starting point for operational tracking
In commercial aviation, every flight has a public number that can be monitored both at the airport and through public websites, such as the airline’s own platforms. Executive aviation operates differently. Everything revolves around the FBO (Fixed-Base Operator) at the private terminal, which provides essential services for the aircraft. These services include, but are not limited to, refueling, hangar parking, passenger lounges, flight planning, and concierge services.
The operational identifier is the tail number (the aircraft registration). This means tracking private flights depends on specialized tools or direct coordination with the FBO. This tracking is critical because private aviation schedules tend to change more easily. Unlike commercial flights, a 30-minute delay is not publicly announced. Without the tail number, the chauffeur would be operating blind.
Once the aircraft’s tail number is confirmed, the first link in the operational tracking chain is activated. However, this is only the first step. Real coordination happens with the FBO, and that’s where things get more complex.
Coordinating with the FBO: Much more than just timing
The FBO is the operational point of contact that ensures our chauffeurs are positioned at the exact right moment for pickup. This requires far more than simply knowing the aircraft’s arrival time. Beyond confirming and monitoring the estimated time of arrival, it’s essential to understand the precise parking location of the aircraft and the chauffeur identification process, so access to the executive terminal is seamless.
Another critical element is identifying the passenger. Unlike commercial terminals, chauffeurs do not wait holding a sign. For privacy reasons, this is arranged in advance: the chauffeur provides the tail number, the passenger’s name, or the name under which the service was booked.
Once the aircraft lands, passenger disembarkation is usually very fast—often between 2 and 5 minutes—making timing absolutely critical. The chauffeur, properly identified and positioned, must be ready and waiting. When the pickup is for the flight crew, timelines change entirely. After passengers disembark, the crew must complete the aircraft shutdown process, which includes powering down systems, securing the aircraft, and completing documentation.
This process can take between 15 and 30 minutes, depending on the aircraft type and the operator’s or handling agent’s procedures. The chauffeur must understand these differences and coordinate with the terminal to know exactly when the crew will be ready. All of this makes it clear that coordination is not optional. Without it, a chauffeur could arrive at a private terminal without knowing where the aircraft is—or worse, without authorization to enter.
Tarmac pickup: When vehicles are allowed airside
At some airports, vehicles are allowed to access the tarmac directly to pick up passengers next to the aircraft. This eliminates the need for passengers to walk to the terminal and significantly enhances their experience. However, not all airports allow this. That’s why it’s essential to understand the rules of each executive terminal at each airport. There is no standardized protocol—requirements vary by country, airport, and terminal.
High-traffic airports such as Teterboro or JFK in New York do not permit direct tarmac access for security reasons, while some regional airports may be more flexible. When tarmac pickup is authorized, the chauffeur must confirm in advance with the FBO whether an escort vehicle (“follow-me” car) is required, whether special credentials are needed, and which access gate must be used to enter the airside area.
PPR and other requirements: Access that must be managed in advance
As mentioned earlier, not all executive terminals operate the same way. Some enforce stricter protocols that must be arranged days in advance. A clear example is the executive terminal at Farnborough Airport, the UK’s primary business aviation airport. Access requires a PPR (Prior Permission Required), a unique security code assigned to each flight.
Without this code, neither the chauffeur nor any other service provider can access the facilities. The PPR is issued through the handling agent and is specific to each arrival, meaning it cannot be reused. Other private terminals may require prior vehicle registration or even formal chauffeur training in airport security procedures. This highlights the importance of assigning the right chauffeur to this type of transfer.
FBO operating rules every chauffeur must know
Executive terminals are particularly strict about how vehicles and chauffeurs operate on their premises. A minor mistake can result in safety incidents or denial of service. Some of the most common rules chauffeurs must follow include:
- Mobile phone use: Many executive terminals prohibit mobile phone use on the tarmac due to potential interference with aircraft communication systems.
- Dress code: Some terminals require a specific dress code (suit or uniform) and visible identification as part of their security standards.
- Internal circulation: Vehicles must adhere to low-speed limits, keep hazard lights on, and never drive between parked aircraft. Chauffeurs may not exit the vehicle without authorization.
- Restricted areas: Certain zones are accessible only to authorized personnel, and chauffeurs must clearly understand the boundaries of their permitted operating area.
Certainty at FBOs: Control before the aircraft touches down
The fundamental difference between commercial and executive aviation is not just the level of service—it’s the operational model. Commercial aviation is designed to be predictable. Private aviation is not. Every service is unique and requires tailored execution.
The operational certainty Drivania provides goes far beyond punctuality or discretion. It means validating the tail number in advance, coordinating directly with the FBO, understanding access protocols, and operating strictly within established regulations. In an increasingly demanding context, having a partner who keeps all these elements under control ensures a level of service that stands up to any circumstance.