New Member Reference Guide
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Welcome to Magellan Jets Thank you for the opportunity to deliver on our promise and for choosing to experience first-hand the benefits of working with Magellan Jets. It’s our goal to exceed your expectations on each and every flight, and provide you with the safest, highest quality private travel experience available. Our entire team is eager to provide you with uncompromised levels of service and attention to detail on each and every mission, using the industry’s finest equipment and most experienced flight crews. Our commitment to excellence will become evident as you work with our talented group of aviation professionals. We are looking forward to working with you! If you have any questions, please do not hesitate to call. If you need immediate attention, let us know! Our team is available 24 hours a day to assist you with anything you may require. All the best,
Pat Reed Director of Flight Support Magellan Jets
Contents
Welcome to Magellan Jets
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Key Contacts
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Flight Support....................................................................................................................... 5 Your Membership Consultant............................................................................................... 5 Accounting............................................................................................................................. 5
Booking a Trip
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Required Notice..................................................................................................................... 6 Making a Reservation............................................................................................................ 6 Flight Confirmations.............................................................................................................. 7 Cancellations and Changes.................................................................................................. 7 Catering................................................................................................................................. 8 Ground Transportation......................................................................................................... 8 Hotels, Dinners, and Special Experiences............................................................................ 9
Trip Considerations
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Weather.................................................................................................................................. 9 Airports with Shorter Runways............................................................................................. 9 Luggage Limitations............................................................................................................ 10 High-Density Airports......................................................................................................... 10 Temporary Flight Restrictions............................................................................................ 10 Noise Restricted Airports.................................................................................................... 11 Parental Consent Forms..................................................................................................... 11 High Elevation Airports....................................................................................................... 11
Additional Costs
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Catering and Ground Transportation................................................................................. 12 Excess Cleaning................................................................................................................... 12 De-icing/Hangaring............................................................................................................. 12 Non-Preferred FBOs............................................................................................................ 12 Baggage Shipments............................................................................................................ 13 Peak Travel Surcharge........................................................................................................ 13 International Surcharge...................................................................................................... 13
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Key Contacts Flight Support The Flight Support team handles all of your flight reservations and keeps comprehensive Member profiles so that we can accommodate your individual needs and preferences on every flight, without you having to ask. If you need to book a flight, manage an existing reservation or have general questions about your Membership please contact them anytime, day or night. Toll-Free: 877-550-JETS (5387) Phone: 617-328-JETS (5387) Fax: 617-507-6589 Email: flightsupport@magellanjets.com
Your Membership Consultant Your Membership Consultant is available as an ongoing resource for your Membership. They’re happy to help with any questions about your existing Membership, discuss new purchases, or provide unbiased consulting on anything private aviation-related.
Accounting Our Accounting team is available to answer any statement, invoicing or account activity questions. Toll-Free: 877-550-JETS (5387) Fax: 617-507-6589 Email: accounting@magellanjets.com
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Booking a Trip Required Notice When booking a new trip, we ask for the following notice to guarantee availability: Standard Travel Days - For travel on Standard Travel Days (non-Peak), reservations must be requested by you, and confirmed by us, at least 10 hours prior to the intended departure time. Peak Travel Days - For travel on Peak Travel Days (as defined in the Peak Travel Calendar), reservations must be requested by you, and confirmed by us, at least 14 days prior to the intended departure date. We may still be able to confirm a trip requested inside of these periods, and are happy to help as much as we can, but these notice periods are required to guarantee an aircraft within the terms of your Membership. With that said, we appreciate as much notice as you can give us! It allows our Aircraft Sourcing team more time to work with the members of our Preferred Network to find the perfect aircraft for your trip.
You can find the Peak Travel Calendar by visiting: http://www.magellanjets.com/membership/peak
Making a Reservation We’re happy to take your reservation request by email or phone. When making your request, please provide the following information: • Departure dates • Preferred departure and/or arrival times • Departure and arrival airports (or city/address of where you are traveling so we can suggest the appropriate airport)
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• Passenger names, approximate weights, and dates of birth • Estimated luggage weight and dimensions Please allow us up to 60 minutes to confirm the billable time and issue your flight confirmation document.
Flight Confirmations Itineraries are considered confirmed when you request a reservation with a Flight Support Member and a flight confirmation document, email, or phone call is issued to you. Confirmations include the requested routing, dates, and departure times as well as the aircraft type or category requested and the billable hours for the trip. Once confirmed, the cancellation provisions and applicable charges will apply. Ideally, we’ll send a DocuSign confirmation for you to review and sign to help make sure that we’re all on the same page. Please look over this confirmation carefully before signing! If you’re unable to complete a DocuSign, please let us know when you request your reservation. We’ll ask you to confirm the details via email when we send your confirmation.
Cancellations and Changes We ask that you provide as much advanced notice as possible if you plan to cancel or change your reservation. We reserve the right to assess a fee of up to 100% of the booked itinerary charge, less any applicable Federal Excise Tax and taxi time, if a cancellation occurs or a change is made to a confirmed itinerary within 48 hours of the scheduled departure time on a Standard Day, or within 7 days of your scheduled departure on a Peak Travel Day. Any cancellation fees will be deducted from your Membership Account, and all cancellations are billed by estimated flight time multiplied by your Hourly Rate.
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Member Services Catering Standard snacks and drinks are included on all flights at no additional cost. Additional Premium Catering is available at an additional fee (unless included in your Membership). We maintain a top-quality network of catering partners across the United States and the world and take pride in our ability to provide an exceptional dining experience and top-notch quality wherever you may be. We’ll do our best to fulfill any request you have, but please be aware that any catering is dependent on local availability. If substitutions are necessary, we’ll work with you to find alternate options. We take great care with dietary restrictions and allergies, so please let us know if you or any member of your party has special food needs, allergies or preferences.
Ground Transportation We’re glad to help with any ground transportation needs you may have. We have a great network of chauffeured service providers worldwide, and are happy to help with any requests—from sedans to SUVs to executive vans. Any chauffeured services will be billed to the credit card provided on file once your trip is complete. We’re also happy to help with your rental car reservations. Providing us with any membership numbers you may have (Hertz Gold, Avis Wizard, etc) along with any standard vehicle preferences allows us to speed the process up and have a car ready to go when you arrive. On a trip-by-trip basis, please let us know if you need a vehicle and if what you need is outside of your typical preference. We have great relationships with rental car vendors, and do everything we can to fulfill your requests, but please note that any requests are pending local availability. Advanced notice helps us secure your vehicle preference and availability. Please also let us know of any self-arranged ground transportation—whether you’re arranging your own rental car or limousine, using your own vehicle, or catching a ride with friends. This helps us keep your experience seamless and helps us help you in the case of schedule deviations or diversions.
New Member Reference Guide
Hotels, Dinners, and Special Experiences Your Flight Support team is also available as a 24x7 concierge service! Please contact them with any lodging or dining needs, or any other special requests you may have. We’re happy to arrange these services on your behalf whether you’re taking a trip or not. They have a wealth of experience with everything from securing tables at the hottest restaurants to planning all-inclusive getaways—and being a Member means the trip there is already taken care of.
Trip Considerations We’re part of your team! It’s our job to help ensure that your trip is as safe and seamless as possible. With that said, there are some factors that may add some complication to your travel experience. While we’ll do everything we can to help you work within any restrictions, it’s good for you to have an understanding of the types of challenges you may encounter.
Weather Weather is a constantly changing variable in aviation and can sometimes affect operations with little to no warning. Our experienced Flight Support team, made up exclusively of pilots, prides itself in monitoring weather forecasts and recommending solutions to potential situations before they have an opportunity to impact your travel plans. With safety as a top priority, sometimes a flight cannot be attempted or completed according to the itinerary. If this is the case your Flight Support Specialist will proactively recommend alternative airports, arrange last minute ground transportation and handle logistics with the flight crew to ensure the most seamless experience possible.
Airports with Shorter Runways Every aircraft has FAA-approved performance limitations that specify the minimum distance required for takeoff and landing. For aircraft operating on chartered flights, these distances are increased to add an extra margin of safety. It’s important to note that the use of some runways may be impacted if they are contaminated with water,
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ice or snow. Other factors such as air temperature, cloud ceiling and visibility may also restrict an aircraft from utilizing a particular runway. Your Flight Support team will advise you if any restrictions associated with a short runway exist at a particular airport and will recommend alternatives if an airport will be inaccessible as a result.
Luggage Limitations Aircraft have a finite amount of cargo space available and limitations can vary greatly between aircraft. To maximize the amount of space available, we strongly encourage the use of soft-sided duffle bags. Letting us know of your luggage needs in advance allows us to help determine what will and won’t fit and suggest alternate arrangements for excess baggage before you arrive at the airport—potentially avoiding annoying delays. For more specific baggage information please speak with your Flight Support Specialist or consult the Aircraft Comparison Guide or individual aircraft specifications on our website. For the Aircraft Comparison Guide, click here For more detailed aircraft specifications, including luggage estimates, click here
High-Density Airports Due to the high volume of air traffic, the FAA requires landing and takeoff slot reservation for arrivals and departures at certain airports. In addition, external factors such as weather can have a greater affect on high-density airports than at smaller airports. Often times, a thunderstorm over New York City will create air traffic control delays to limit the flow of air traffic to surrounding airports such as Teterboro, Newark and Kennedy while the storm passes through. High-density airports are also more vulnerable to delays due to excess traffic, so it may be wise to use a less-busy alternate airport instead. Sometimes an extra 10 minutes of driving time can save an hour or more of waiting on the ramp!
Temporary Flight Restrictions Temporary Flight Restrictions (TFRs) temporarily restrict or shut down civilian airspace and may be issued in support of VIP movements, for reasons of national security, or
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when determined necessary for the management of air traffic in the vicinity of natural disasters, aerial demonstrations or major sporting events. TFRs can be issued at a moment’s notice and can potentially impact civilian flights including those aboard private aircraft. Our Flight Support Team constantly monitors the TFR database in order to proactively inform our clients of any potential conflicts with their itineraries. In the event of a TFR affecting your flight, we’ll quickly be in contact to discuss alternate arrangements like adjusted departure times or other airports.
Noise Restricted Airports Some airports restrict the operation of jet aircraft between certain hours of the day in the interest of reducing noise pollution and discomfort of neighborhoods around the airport. Substantial fines and penalties may be levied on operators who don’t follow these restrictions. Your Flight Support Specialist will inform you of any restrictions associated with a proposed itinerary and will provide recommendations accordingly.
Parental Consent Forms Any passengers under the age of 18 who are traveling internationally without both parents or guardians must have a notarized parental authorization form completed and by the non-traveling parent or guardian. The hard copy of this form with a raised notary seal must be in the possession of the parent traveling with the minor, and a copy of this form must be sent to Magellan Jets via e-mail or fax no later than 48 hours prior to departure to ensure proper filing with Customs and to reduce the likelihood of delays when departing.
High Elevation Airports Additional safety precautions must be taken into account during aircraft operations at airports servicing ski country and other mountainous destinations. Constantly changing weather, rugged terrain surrounding the airports and decreased performance capabilities of aircraft operating at high elevations can present unique operational challenges. Operations Specifications for many providers prohibit certain activities such as flying at night or during inclement weather at mountainous airports in areas of Colorado, Utah, Wyoming or other states. Your Flight Support Team is well versed in the operational limitations unique to these destinations and is able to proactively inform you of any factors that may impact your flight as well as help set up alternate
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airports and arrangements should your intended airport become unusable.
Additional Costs While we do our best to make your Membership all-inclusive, there are a few additional costs that may arise during your trips. With the exception of applicable surcharges, any additional costs will be charged to the credit card on file for your Account.
Catering and Ground Transportation Premium catering and chauffeured ground transportation are billed as an additional cost. Quotes for these services are available ahead of time upon request.
Excess Cleaning Pets on board, excessive wear and tear, or damages caused to the aircraft’s interior may result in a cleaning or repair fee being assessed.
De-icing/Hangaring An aircraft must be free of snow, ice and frost before flight may be conducted safely. If an aircraft needs to be de-iced in conjunction with your flight you may be responsible for those charges. When possible, the aircraft will be hangared prior to your flight to avoid more expensive de-icing services, but this is based on scheduling and availability and, ultimately, the safe operation of the aircraft is our primary concern.
Non-Preferred FBOs Certain airports have several FBOs established to service private aircraft. Aircraft in the Magellan Jets Preferred Network (MJPN) may have pre-negotiated contracts with national and local FBO facilities affecting fuel pricing, handling fees, landing fees and parking fees. Use of these preferred FBOs are included in the hourly rates for Members. Requesting the use of an FBO other than the preferred for that aircraft may result in additional fees. These fees vary, and your Flight Support specialist is happy to quote
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these costs in advance if you’d like.
Baggage Shipments If it is determined by the crew that all of your luggage will not fit on board the aircraft in a safe manner, arrangements will need to be made to have the remaining items shipped to your destination. You’ll be responsible for any additional costs related to shipping or storage of your excess luggage.
Peak Travel Surcharge Peak travel surcharges are applied to offset the decreased availability and increased hourly costs of business aircraft during the busiest travel times of the year. Peak travel surcharges are billed as a percentage of the hours used for a particular trip and are deducted as hours from your card balance.
International Surcharge International surcharges apply to member flights either originating or terminating in a foreign country. International surcharges are billed as a percentage of the hours used for a particular trip and are deducted as hours from your card balance.