Advanced Aviation Team Terms of Service

2025 Advanced Aviation Team TRAVEL POLICIES AND PROCEDURES

Specific travel services are obtained by individuals via the sign-up at www.campaigntrips.com, a website administered by  EJCR, LLC d/b/a Advanced Aviation Team (AAT) , which acts as the agent of the respective AAT member organizations.

Cost allocations will be done in accordance with the policies outlined in this document using the confirmed billing manifest provided by the AAT host organizations. Upon completion of a trip, all participating individuals will receive a customer receipt. In most cases, trips will be processed and billed within 30 days of travel.

Agreement

Anyone traveling on a charter aircraft agrees to be subject to the following rules and procedures. Exceptions, if any, to the policies and procedures described below are at the sole discretion of the respective AAT Member organizations.

General Information

Campaigntrips.com

Campaigntrips.com is a web application designed for group travel registration. The website is available to members of the media or individuals who are interested in registering for travel with AAT Member organizations.

Requests for Campaigntrips.com accounts are verified by the member organizations and AAT. Personal information is securely protected and only accessible to AAT, the host organizations, and each individual organization or traveler.

An online account request via Campaigntrips.com must be approved by AAT before first-time travelers can register for upcoming travel and related credentials for the trip in question. Once approved, users must maintain an up-to-date account profile including a JPEG photo and all requested data.

Campaigntrips.com is a service provided by AAT. AAT is an aircraft charter broker that provides access to domestic and international charter air transportation operated by duly-licensed air carriers year round and also provides corporate travel management and accounting solutions. AAT does not own or operate aircraft. AAT’s website privacy policy can be obtained on the homepage of www.Campaigntrips.com under “privacy policy”.

DOMESTIC TRAVEL & INTERNATIONAL TRAVEL

All travelers must sign up for participation in AAT Member trips via Campaigntrips.com. No email or phone submissions will be honored for domestic or international trips.

By requesting credentials, the organization or individual agrees to pay a pro-rata portion of all air and ground costs for the trip which may include telecommunications, buses, catering, power, and workspace at the given site. Unilateral travelers using ground facilities (i.e. Press Filing Center, buses), but not using air services, will only be billed for ground expenses.

The act of signing-up for a trip, regardless of whether the registrant is the actual individual traveling, constitutes a commitment on behalf of the represented media outlet or registering organization to comply with the policies and procedures contained in this document.

When registering for travel on Campaigntrips.com, members must ensure that their personal profiles are accurate and complete. In addition, travelers are responsible for selecting the services they require while traveling.

SIGN-UP DEADLINE

The sign-up date and time deadline will be clearly posted on each trip sign-up. Once the deadline has passed, all requests that have not been denied are considered confirmed and constitute a binding agreement to pay for the services ordered (see No Shows // Passenger Cancellations and Trip Cancellation by Campaign Organization).

NO SHOWS // PASSENGER CANCELLATIONS (OVERALL TRIP)

Written cancellations will be accepted before the sign-up deadline without incurring any cost to the traveler. Where possible, and when it will not impose significant costs on the other travelers, AAT Member Organizations will accommodate cancellations after the sign-up deadline, but only if requested in writing and accepted by the organization in writing. No cancellations will be accepted over the telephone.

Except as provided above, for cancellations received after the deadline, individuals and organizations are liable for all air, phone, ground, and hotel expenses as requested on the trip sign-up. Expenses will be billed on a pro-rata basis. Hotel cancellation charges, if incurred, will be billed directly to the organization. Travelers failing to show up for the flight will be treated as a post-deadline cancellation and charged the full cost stated above.

TRIP CANCELLATION BY AAT Host//Member ORGANIZATION

In the event a trip is cancelled by a AAT Member Organization, and non-refundable costs in connection with the trip have been incurred, these costs will be passed on to those organizations that have signed up. AAT Host Organizations will make every reasonable effort to reduce or eliminate such costs.

BACKUPS, SUBSTITUTIONS & ADDITIONS

News organizations may register backup travelers online at Campaigntrips.com. The Backup List makes potential substitutions to the Traveler List more efficient. Anyone registered as a backup will automatically obtain a credential for the trip. Backups do not incur any costs, unless they are promoted to active status.

Substitutions or additions in the number of personnel traveling for news organizations that have signed up prior to the deadline may be accepted at any point during a trip. This acceptance is based on aircraft seating availability, hotel availability, and other considerations (e.g. credentials or visa and passport requirements).

EMERGENCY CANCELLATIONS

Cancellations due to personal emergencies such as death in the family, serious illness, hospitalization, etc. will be evaluated and may be accepted on a case-by-case basis. If non-refundable charges have been incurred (e.g. dedicated phone line) the news outlet remains responsible for these charges.

To be eligible for credit in case of emergency, the applicable news organization must notify the respective AAT Host Organization as soon as possible, but no later than the end of the trip.

Oral notification must be followed by written confirmation within 24 hours.

Charter Aircraft

AAT, as agent for the AAT Host Organizations sources on the campaigns’ behalf duly-licensed and competitively priced charter air transportation. The flights are chartered by the campaign organizations and other host organizations, as authorized by the U.S. Department of Transportation (DOT).

PASSENGER SAFETY

Passenger safety is the highest priority. In accordance with Federal Aviation Regulations, all passengers must be seated with seat belts fastened for all takeoffs and landings and when instructed by the pilot and/or flight crew. All other crew instructions must be followed as well.

IN-FLIGHT SERVICE

AAT Host Organizations will ensure the same level of service is provided to all passengers regardless of their seat assignment. Charter air carriers are committed to providing enhanced in-flight services. AAT host organizations will ensure that a hot meal service is provided on every flight exceeding one hour in duration, unless otherwise requested.

NO SHOWS // PASSENGER CANCELLATIONS (FLIGHT ONLY)

Written cancellations will be accepted before the sign-up deadline without incurring cost to the traveler. Acceptance of cancellations after the deadline is subject to approval by the respective AAT Host Organizations. No Shows will be charged for all legs of travel for which the passenger registered.

CHECK-IN AND DEPARTURE

All passengers must comply with established baggage and equipment check-in times in order to ensure on time departure. Passengers should be on-board the aircraft a minimum of 20 minutes prior to the scheduled departure time. All baggage and other property must be stowed in accordance with safety regulations.

SMOKING

Smoking is prohibited on all flights, including the use of e-cigarettes and other electronic smoking devices. For safety reasons, smoking is prohibited on or around the aircraft during ground servicing operations.

SEATING ASSIGNMENTS (DOMESTIC & INTERNATIONAL)

Seating charts will be provided when boarding the flight. The Host Organization will assign seats by news organization and not by the name of the individual flying. News organizations are responsible for individual seat assignments within their allocation. Priority for first-class or forward seat assignments will go to the individuals and news organizations that most frequently travel on AAT charters and are current in payments.

Host Organizations will make every reasonable effort to ensure seat assignments do not change for the duration of the trip when there are fewer than three legs of travel.

BOARDING

Before each flight, all travelers are responsible for checking in with the AAT or Host Organization Travel Manager in person. Individuals must have signed up in advance through the website.

The AAT Host Organizations maintain their own manifests of all passengers on each leg of a trip. Sign-up information and manifests are prepared and confirmed before billing to ensure that individuals and news organizations are billed accurately.

LOST OR DAMAGED BAGGAGE // EQUIPMENT

AAT Host Organizations, AAT, and participating air carriers are not responsible for lost or damaged luggage or equipment (except, in the case of the air carriers, to the extent required by applicable laws or regulations).

IN-TRIP SCHEDULE CHANGES

Travelers are responsible for monitoring the status of schedules in the event that a change in the AAT host organization’s schedule requires a change to the passenger travel schedule. Travelers must ensure that they receive the schedule from the Host Organization prior to departure and that they check frequently for schedule changes during a trip.

Billing

AAT Host Organization travel is funded through cost reimbursements from individuals and organizations traveling. AAT disburses these reimbursements to vendors as agent for and under the direction of the respective Host Organization.

Timely payment from individuals and news organizations is critical to ensure continuing support for Host Organization flights. The AAT Host Organizations work to submit accurate invoices within 20 days of travel. Payment is due upon receipt of invoice.

AAT Host Organizations, in cooperation with AAT, have developed the following policies to ensure timely payments and reduce rebilling of expenses received after a trip has been invoiced.

EXPENSE CATEGORIES

At the conclusion of each trip, the AAT Host Organizations collect the final invoices on the ground from their representatives. The Host Organizations organize and forward them to AAT for payment. Generally these invoices cover ground, catering and workspace related charges. AAT strives to pay each vendor in a timely manner.

Expenses are allocated on a pro-rata basis in accordance with the following categories:

Air Transportation

  1. Group charter air transportation
  2. Group Charter In-flight Service
  3. Additional fees and taxes associated with operating the charter
  4. See Air Transport below for additional information

Credentials

GROUND EXPENSES & CREDENTIAL COST

  1. All ground transportation (i.e. buses, motorcade vans, luggage trucks, etc.)
  2. Press Filing Center (PFC) space rental
  3. PFC equipment and electrical support - includes pipe & drape needed to create filing area and access ways for press use
  4. Catering
  5. Porterage fees
  6. Miscellaneous expenses (i.e. bottled water, visas, excursion fees, security, etc.)

All credentialed media or individuals at a trip site will be charged a pro-rata share of all ground expenses mentioned above. Signing up for a credential constitutes agreement to pay for ground expenses. There is no additional charge for a dedicated workspace in the PFC.

Catered food is paid for by AAT and available only to members of the credentialed travelers for that city-specific travel leg.

Unilateral travelers using ground facilities (i.e. PFC), but not using air services will be billed for ground expenses. The Host Organizations are responsible for identifying unilateral travelers when there is a charter. When no aircraft is chartered, it is the responsibility of the individual traveler to register for local credentials.

PHONES & INTERNET

Wireless internet is provided in the PFC when there is a press charter. In some cases, a hard-line Ethernet cord can be requested at an additional cost. In some cases, press travelers will have the option to order a phone line in the PFC at additional cost.

NON-PRESS BILLABLE EXPENSES

Site expenses such as lighting, press risers, flags, and pipe & drape used behind lecterns are non press-billable expenses. If an item is ordered separately by a news organization, the specific organization (i.e. TV Pool) will be billed.

All expenses incurred in support of the Presidential Campaign Press Corps will be allocated on a pro-rata basis.

Air Transport

Each leg of the itinerary will be assigned a cost which is divided equally among all staff and passengers. The following formula will be used to compute the cost for each leg of the Charter:

(Overall Charter Cost per leg / Total Number of Passengers per leg)

Travelers pay only for the flight legs that they travel on.

Campaign employees, security, and government contractors traveling in an official capacity in direct support of the campaign or the press will travel on the charter on a non-reimbursable basis. (Note: Numbers may vary depending on trip complexity, events, and staffing requirements.)

FEDERAL EXCISE TAX (FET) ETC.

  1. For Domestic Trips: FET is equal to 7.5% of the total cost of the charter. In addition to FET, there are segment fees/taxes equal to $4.00 per person, per flight leg and at most airports, passenger facility charges (PFCs) equal to $4.50 per person, per departure.
  2. For International Trips: There is a FET departure tax of $17.80 and a FET arrival tax of $17.80 per traveler as well as PFCs. In addition to these charges, there are miscellaneous government fees and foreign taxes which are included in the overall press charter cost.
  3. FET and other taxes and fees are included in the reimbursable charter cost billed to participants.

Billing Terms & Cycle

MANIFEST CONFIRMATION

Host Organizations will strive to provide an accurate billing as soon as possible after the return of each trip.

A Verify Manifest Email will be sent to the traveler distribution list no more than 48 hours after the conclusion of a trip. Individuals and organizations have two business days to identify any errors and provide written refutation. No response within the two-day time frame constitutes agreement to the accuracy of the list of flight participants.

Additional billing may be required when late or adjusted bills are received from suppliers after the trip has been billed.

Air Invoicing

After confirmation of the manifest, accurate final invoices will be distributed following the guidelines and deadlines outlined elsewhere in this document (generally within 30 days after the return of the trip).

Payments by Credit Card

The Host Organizations and AAT, as their agent, require a valid credit card from each individual or news organization to be kept on file by AAT in a confidential database for use for all payments. The appropriate cost of each charter flight will be charged by AAT to this credit card. In most cases these charges will be billed within 30 business days after the return of a domestic trip and 60 business days after the return of an international trip.

An administrative fee of 12% is added to each invoice.

“No Pay, No-Play”

Any failure to pay (for example, through closure of a credit card account) constitutes grounds for denial of access to further AAT charters or other services arranged under the terms of this document.

Billing Rights

All payments are due upon issuance of invoice. If there is a dispute, the Host Organizations will make every reasonable effort to research the disputed charges. If errors are found, a refund or other adjustment will be made.

Receipts

Trip expenses are detailed on an AAT receipt issued on behalf of the respective campaign organization and sent to each news organization via hard copy or e-mail.