Procedures & Operations

• Fill and submit the aircraft registration form online
• Confirm registration with the aircraft registration fee payment

The group is divided into 3 squadrons. Aircraft are assigned to a squadron according to type and airspeed. The list of aircraft is updated regularly and sent to the airport of destination to secure adequate parking.

The aircraft registration fee initiates the process of securing enough adequate accommodations for the crew and helps each destination coordinate the parking needed according to aircraft type.

An invoice is sent to the Team Leader (pilot in command). Sponsorship invoicing can be considered if the pilot in command is a company owner.

A full information package is sent upon finalizing participant registration. Kneeboards (pilot essential information per destination) will be sent, along with an invitation to an online webinar taking place one month prior to departure.

• Full refund of paid participation fees if cancellation occurs 61+ days prior to departure
• Refund of 50% of paid participation fees if cancellation occurs 46 to 60 days prior to departure
• No refund of paid participation fees if cancellation occurs 45 days or less from departure, or no-show
• No refund on paid aircraft registration fee

• Required

  Documents & equipment

  • Valid pilot license & medical certificate
  • CBP Decal
  • Certificate of airworthiness
  • Proof of aircraft liability insurance
  • A copy of last maintenance performed, signed by mechanic
  • Recommended: logbook with last pilot check
  • Valid passport (valid 6 months beyond the return date)
  • Visa: Europeans need a Tourist Visa B1-B2 when traveling onboard a private plane — ESTA is not accepted
  • eAPIS registration
  • Tie down to secure your aircraft
  • Life vests mandatory: one per person, raft optional
  • Navigational charts (advised at time of registration)
• Pilot Meeting

  Registration & workshop

  Held the day prior to departure. Meeting topics: eAPIS, CARICOM, international flight planning, weather, route, alternate & optional refueling stops, order of departure, take-off and landing procedure. 4–6 t-shirts, luggage tags, and name tags are provided at the meeting.

• Squadrons

  Up to 10 aircraft, divided by airspeed

  Yellow Tanker: up to 135 knots. Red Baron: 140–180 knots. Grey Wolf: over 180 knots. Order of departure is assigned by speed and cruising altitude — subject to change; the Air Boss makes the call.

• Communications

  Air-to-air frequency

  An air-to-air frequency is assigned during each flight to report position.

• Arrivals

  Destination airfields

  Arrivals must follow US regulatory procedure unless otherwise instructed. Approach procedures are provided during briefings.

• Ground Transport

  Airport to hotel, and back

  Provided at all Rally final destinations. Air Rally and island representatives coordinate on arrival at each destination — expect an occasional welcome from local kids at the airport, as indicated on the daily program.

• Weather Delays

  Pilot in command decides

  Should bad weather occur, the pilot in command decides whether to fly. If a crew is grounded due to weather, Air Rally will help secure accommodations for pilots and crews staying behind (cost not covered).

• Fuel Stops

  Alternate refueling points

  Provided in the itinerary and coordinated ahead with fuel providers. Fuel discounts are arranged at intermediate refueling points and at the final destination — details provided on the Kneeboards.

• Fees

  What to expect

  Sent on the final daily program. Typical fees: passenger departure fees (~$25, crew does not pay), nav fee, customs fee, airport security. Air Rally covers landing and parking fees at the final destination.

• Customs

  Clearance

  Passport number, nationality, birth date, and other information is sent ahead to help prepare paperwork and expedite clearance.

• Activities

  Receptions & parties

  Special activities are organized in collaboration with hosts and noted on the daily program, reviewed during the online webinar. A list of proposed activities will be sent; participants make individual arrangements unless Air Rally coordinates a group activity with partners.

The Organizing Committee provides 4 t-shirts per person. T-shirts must be worn at all times when flying from one destination to another and during certain group activities, as per the daily program. They can be worn over clothing.

The t-shirts represent security for participants — they help identify members of Air Rally and ensure they receive the services pre-arranged with each destination's host: expedited customs, transport, and protection measures. Name tags, luggage tags, and plane stickers are also provided.

Polos can be ordered separately — cost provided on request.

Questions about procedures? info@airrally.com  ·  1-800-709-3209