Booking Policy

1. Purpose and Scope

This policy outlines the terms and conditions applicable to all Chopper bookings made with VertiFly Aviation (“the Company”). It defines the obligations of both the Company and the client with respect to booking, scheduling, payment, and handling of payment terms / disputes arising from changes or extensions to the service schedule. The goal is to ensure safety, operational efficiency, regulatory compliance, and transparency in financial matters.

2. Definitions

• Booking Agreement: A formal contract signed by the client and the Company specifying service scope, schedule, pricing, and terms.
• Original Schedule: The dates and times initially agreed upon for service provision.
• Schedule Change: Any modification, delay, extension, or cancellation requested by the client after the booking is confirmed.
• Additional Charges: Fees incurred due to operational, administrative, or regulatory impacts of schedule changes or extensions.
• Standby Period: Time during which aircraft and crew are reserved and maintained in readiness but not actively transporting passengers.

3. Booking Confirmation and Payment Terms

3.1 Booking Confirmation

Bookings become confirmed only after receipt of a signed booking agreement and payment as specified.

3.2 Payment Requirements

• Full payment is required before commencement of service, except where alternative arrangements are explicitly agreed.
• Payment covers services according to the original schedule and scope detailed in the booking agreement.
• Partial services (e.g., partial crew transfer) do not reduce the payment obligation unless explicitly approved in writing.

3.3 Payment Methods

Payments must be made via approved methods (bank transfer, credit card, etc.) and cleared before dispatch of aircraft.

4. Schedule Management

4.1 Client Responsibilities

• The client shall provide accurate and timely schedule information.
• Any changes must be communicated in writing as soon as possible.
• The client shall comply with all safety and regulatory requirements affecting scheduling.

4.2 Company Responsibilities

• The Company will endeavor to accommodate reasonable schedule changes but reserves the right to decline or impose additional charges for extensive modifications.
• The Company shall notify the client of any changes affecting service delivery.

4.3 Schedule Changes and Extensions

Changes causing schedule extensions beyond the original booking duration will trigger additional charges to cover incremental costs and operational impacts. The client acknowledges that Chopper and crew availability is reserved exclusively, impacting the Company’s ability to serve other clients.

5. Additional Charges and Cost Recovery

5.1 Cost Categories Subject to Additional Charges

Additional charges will be applied to recover costs arising from extended or modified bookings, including but not limited to:

• Aircraft Reservation: Costs related to exclusive reservation of aircraft, including opportunity costs from lost alternative bookings.
• Crew Standby and Rotation: Costs to maintain crew availability, rest compliance, and regulatory work-hour limits.
• Maintenance and Inspections: Additional maintenance, certification, and inspection requirements arising from extended aircraft idle time.
• Operational Costs: Fuel price variations, insurance premium adjustments, and increased administrative overhead.
• Regulatory Compliance: Costs related to extended certification periods, regulatory inspections, or additional approvals required due to scheduling changes.
• Lost Revenue: Compensation for lost revenue opportunities due to aircraft unavailability for other clients.

5.2 Calculation and Notification

The Company will calculate additional charges based on actual costs incurred and documented loss of business. A detailed breakdown will be provided to the client in writing promptly upon identification of charges.

5.3 Payment Terms

All additional charges must be paid in full before further services are provided or aircraft dispatched. Failure to settle outstanding charges may result in suspension of services until payment is received.

6. Cancellations and No-Shows

6.1 Cancellation Policy

Cancellations must be notified in writing within agreed notice periods. Charges may apply depending on notice timing and incurred costs.

6.2 No-Show Policy

Failure to utilize booked services without notification will result in full charges for the booking or as otherwise specified in the booking agreement.

7. Safety, Regulatory, and Operational Compliance

7.1 Safety Standards

All Chopper operations comply with relevant aviation safety regulations and standards. Scheduling changes that impact crew duty times, maintenance intervals, or regulatory compliance may require additional downtime and costs.

7.2 Regulatory Inspections and Certifications

Extensions of bookings may necessitate additional inspections or certifications for the aircraft and crew to maintain regulatory compliance.

7.3 Crew Rest and Rotation

The Company adheres to strict crew rest and rotation regulations to ensure safety and compliance, which may impact scheduling and costs.

8. Liability and Client Obligations

8.1 Client Accuracy

Clients are responsible for providing accurate passenger numbers, schedules, and operational requirements.

8.2 Indemnity

Clients agree to indemnify the Company for additional costs incurred due to inaccurate information or failure to comply with scheduling obligations.

9. Dispute Resolution

9.1 Dispute Notification

Clients must notify the Company in writing of any disputes within 3 business days of receiving an invoice or charge notification.

9.2 Resolution Process

The Company will engage in good faith to resolve disputes promptly via written correspondence.

10. Policy Acceptance and Amendments

10.1 Acceptance

By signing the booking agreement or making payment, the client accepts and agrees to comply with this policy.

10.2 Amendments

The Company reserves the right to amend this policy with notice to clients. Updated policies will be attached to future booking agreements.

Appendix B: Contact Information

For all queries related to bookings and payment terms, please contact your individual account manager or send an email to support@vertiflyaviation.com: