The PA’s Checklist for Planning Celeb Private Jet Excursions

As a celebrity personal assistant, you probably wear a lot of hats, depending on your client's needs and interests. You may have to become au fait with the ins and outs of clay pigeon shooting, learn about fashion before a special fitting, or become an expert in planning travel — particularly private jet trips. 

Whether you're new to the industry and looking for some pointers or have been in the game a while and want to keep all your ducks in a row, this tailor-made checklist will ensure that you have all your bases covered and your client experiences the most flawless itineraries possible.

1. Know Your Client’s Preferences

Knowing your client's or boss' preferences for everything relating to travel is the only way to start planning a successful trip. Firstly, you need to know what each charter company, like Air Charter Service, offers in great detail to select the aircraft and company that can provide everything your client wants and needs.

Secondly, you may need to ask your boss a few questions to gauge their exact preferences. Here is a basic list to prompt your inquiry into your client's preferences:​

• How do they like to travel to the airport? Do they like to drive themselves or hire a car service?
• What time would they prefer to leave? Are they early birds or night owls?
• Do they prefer assertive staff or quiet and reserved crew, only speaking when necessary?
• Do they like to travel in full glam, or are they happy to board an aircraft in minimal makeup and a sweatsuit? Ensure that these travel outfit options are ready on the day of travel.
• What do they like to eat and drink? Do they have dietary requirements or allergies?
• Do they get anxious during travel or have any kind of motion or altitude sickness? Be prepared for the possibility, even if it is remote.
• Will they be traveling with a beloved pet? What are their furry friend's needs?

2. Know Your Budget

When you are the PA for a celebrity client, your budget will be far higher than when you work for a client in any other sphere. That said, you'll still have a budget and be expected to ensure you stay within it for all private jet travel-related things. Develop a deep understanding of the budget before beginning any travel planning and ask for clarification if needed. Your client would instead clarify than face an unexpectedly large bill after their flight. 

3. Keep Your Client Informed 

How much info your client wants from you in this regard will differ from person to person and is something you'll understand more the longer you work for them. If they like to know the basics, don't bother them with the small details of the trip.

​If they want to know everything that's been planned and will be happening, provide them with a detailed account of everything you know the day before the flight. Creating a detailed itinerary is one way to do this, and it will be a helpful tool for both you and them. 

4. Communicate Clearly

Communicate with all service providers and staff as well as your client. The only way to ensure a stress-free trip is to ensure everyone knows what they must bring to the party and what is expected. Always confirm everything more than once, and make sure that you reconfirm the day before the trip is due to take place.

5. List Everything

Along with the itinerary, list everything involved in the trip, including what you packed and where it is — perhaps even which outfits go together and when your client plans to wear them. If your boss requests something, you don't want to fumble around aimlessly trying to find it — make sure you're organized and ready for anything. 

6. Have A Backup Plan

Sometimes, no matter how carefully you plan, things beyond your control can hinder your plans. When something goes wrong, you should have a backup plan in place. A spare travel outfit in case your client spills coffee on their clothes, extra snacks for their precious pooch, and a number for a few car services in case the one you booked doesn't show up can make or break the trip and potentially your position.

​Anything you think of that could go wrong needs to have a contingency plan in place — remember to keep these plans in a shared folder in case someone else needs to take over if you can't travel with your boss for any reason.

Happy Planning!

With this in mind, you can plan successful private jet trips for any client you work for. If you dot all the I's and cross all the T's in advance, you'll have nothing to worry about.