MICE flights on private jets and group charters

A MICE flight takes a corporate group to a meeting, an incentive trip, a conference or an exhibition in an aircraft chartered for that group alone. Everyone leaves at the time set by the event programme, flies direct, even where no airline connects the two cities, and arrives together, ready for the opening session.

European Private Jets is a broker: we have no aircraft of our own, and every flight is operated by a licensed air operator. With access to about 6,500 aircraft, we match the aircraft to the size of the group, from a midsize jet for a board of eight to a heavy jet for fourteen, several jets flying in a shuttle or a regional airliner for a sales convention. Fourteen delegates sharing a Falcon 900EX from Paris Le Bourget to Milan Linate pay about EUR 1,600 each, one way.

Send the dates, the departure cities, the number of participants and the event programme, and we will reply with options and the cost per person:

What MICE means for the flight

MICE stands for Meetings, Incentives, Conferences and Exhibitions; some planners read the E as Events. Each letter describes a different kind of trip, and each puts different demands on the aircraft and the schedule:

The first question we ask is therefore about the event, not the route: who travels, how many, from where, and which times in the programme cannot move.

Football clubs, cycling teams and other squads have their own page: private flights for athletes.

Which aircraft for which group

The number of participants sets the type of aircraft, and the distance narrows the choice. Business jets carry up to about 19 people and use business aviation terminals. Larger groups fly in a regional airliner or a narrow-body airliner reserved for them.

Seat numbers depend on the layout of each aircraft, so every offer states the seats of the actual aircraft, not of the type.

A business jet cabin has club seats facing each other, tables and, on heavy jets, usually a flight attendant. A regional or narrow-body airliner has the cabin of a normal scheduled flight, but the whole aircraft belongs to the group. VIP airliners such as the Lineage 1000 combine the space of an airliner with lounges, a dining table and, on some aircraft, a bedroom.

MICE flight prices per person

A charter is priced for the whole aircraft, so the cost per participant falls as the cabin fills. The table shows one-way prices on routes to event cities and incentive destinations, with the cost per person when every seat is taken. The flight time is that of the midsize jet; the heavy jets are a few minutes faster.

Smaller jets cost less per head, so a group of 16 is often cheaper in two midsize jets than in one Global 7500, and the two aircraft can leave from different cities. One large cabin keeps the group together and has room for a meeting table. Two Falcon 900EX jets take 28 people from Amsterdam to Barcelona for EUR 58,000, about EUR 2,100 each.

If the aircraft is to wait through a three-day event, the return is priced on request: parking fees and crew hotel nights differ from airport to airport. More routes and a full cost breakdown are on the private jet prices page.

Larger groups: airliner prices

Regional and narrow-body airliners are priced individually, so the figures below are indicative. On Milan - Ibiza the cost per person falls sharply as the aircraft grows:

An Airbus A320 for about 180 people from Milan to Lisbon costs from EUR 42,000, around EUR 230 per seat. Airliner prices depend more on the date than business jet prices: in summer most of these aircraft fly for tour operators, and a free one has to be found early.

Shuttles and departures from several cities

Companies with several offices often need participants from different cities to land at the same hour. There are two ways to do it, and the offer compares both:

The same logic applies to the return. Part of the group may stay for an extra day, the management may leave right after the closing session, and speakers may fly in only for their own slot. Each of these is a separate leg, and a midsize or light jet keeps the cost of a small leg down.

Several aircraft for one event are booked under one contract and coordinated by one manager, with departure times set around airport slots so that the aircraft do not queue for the same runway.

For a roadshow, where the same people visit several cities in a few days, one aircraft and one crew stay with the group. That format is described on the business jet rental page.

Timing around the event

A MICE flight is planned backwards from the programme. If the first session starts at 9:00, the group should land early enough for the transfer and registration; if the gala dinner ends at midnight, the return is often better the next morning, because crew duty limits and airport opening hours restrict late departures.

Business jets usually board at the business aviation terminal, where passengers arrive about 30 minutes before departure. For airliners, check-in normally takes place in the main passenger terminal at desks reserved for the group, and the arrangements are agreed with each airport. Coaches and cars wait at the aircraft or at the terminal exit; for the last stretch to a lake, a mountain resort or a yacht, guests can continue by helicopter.

The flight as part of the event

On an incentive trip or a product launch the experience starts at the airport. These are the requests we arrange most often:

• a check-in desk or a lounge area with the name of the event, and staff who direct the guests;
• headrest covers with the company logo, printed menus and welcome gifts on the seats;
• a welcome from the management or a short award ceremony during the flight, agreed with the crew;
• a menu chosen for the event, with dietary needs collected from every participant in advance;
• company videos on aircraft with screens, and Wi-Fi on business jets that have it;
• the event name or logo on the outside of an airliner, which takes several weeks and costs extra.

Every change to the cabin needs the approval of the operator, so name it in your first request; we then include it in the offer with its cost.

When to book and what we need

The lead time depends on the size of the aircraft. A business jet can often be found within days; an airliner for a convention has to be reserved months ahead. Recommended lead times by group size:

The passenger list, with each participant's full name, date of birth, nationality and travel document, is due a few days before departure, by the date set in the contract. A participant can usually be replaced until shortly before the flight, because a charter has no named tickets to reissue.

About a week before departure we confirm the final list, the luggage, the catering and any branding with you. About 24 hours before the flight you receive a briefing with times, meeting point, terminal and contacts, ready to forward to the participants.

If the programme changes

• More or fewer participants. You pay for the aircraft, not the seat, so within its capacity the price stays the same. If the group outgrows the cabin, a larger aircraft or a second one is needed, so book for the highest number you expect.
• The event runs late. The departure can move within the crew's duty time and the opening hours of both airports. If a late finish is likely, say so in the request and we plan the time with a margin.
• The aircraft waits or leaves. For a stay of one or two nights the aircraft usually stays at the destination. For longer events it normally returns to base and comes back for the group; the offer shows which is cheaper.
• The event is postponed. We first try to move the flight to the new dates. Cancellation charges are set in the contract and depend on the operator; they usually rise as the departure date gets closer.

For group flights booked well ahead, the contract may provide for a deposit and a balance closer to the date. Payment by bank transfer, card or cryptocurrency is described on the payment page, and the general rules are in our terms and conditions.

Charter or group tickets on scheduled flights

A charter is not always the better choice. For a group of fewer than 20-30 people on a route with frequent direct flights, airline group fares usually cost less. A charter pays off when there is no direct flight, when airline times do not fit the programme, or when the group must travel together.

The two can be combined: one chartered aircraft for most of the group and scheduled tickets for the few who start from another city or arrive on another day. If only a few seats are needed on a route other passengers are flying anyway, look at Jet Sharing or Empty Legs, which are 30-60% below a normal charter but have a fixed date and route.

How we organise a MICE flight

1. Your requestYou send the dates, departure cities, destination, number of participants and the times in the programme that cannot move.
2. OptionsWe send two or three options with the aircraft, the operator, the times, the total price and the cost per person; for several departure cities, one aircraft with a stop is compared with two aircraft.
3. One contractYour company or event agency signs one contract covering all aircraft, the services included, the payment dates and the terms for changes and cancellation.
4. Passenger detailsWe collect the passenger list, dietary needs, special luggage and branding requests and agree them with the operator.
5. Slots and ground servicesThe operator requests slots and permits; we coordinate terminals, catering, coaches and helicopters with your agency or the hotel.
6. Flight dayOn the day, one manager follows boarding and every flight until landing and is your single contact for anything unexpected.

The flight is invoiced to the company or the agency for the whole aircraft; on request we add the cost per participant, which helps to split the expense between offices or subsidiaries. A business trip, a sales convention and an incentive for clients can be treated differently for tax, so agree this with your accountant before the invoice is issued. Event agencies and destination management companies that book on behalf of a client will find the terms on the page cooperation with travel agencies.

For groups of up to 19 people, the calculator gives a first estimate for the whole aircraft:

For larger groups the price depends on which airliner is free on your dates, so send a request and you will receive an offer with the cost per person. To talk to a manager, call +357 96407410 or write on WhatsApp to +49 157 33565927; you can also send the event programme to private@jets.flights. Or leave your number, and we will call you back:

Questions about MICE flights

• • What is a MICE air charter?

  • It is an aircraft chartered for a corporate group travelling to a meeting, an incentive trip, a conference or an exhibition. The departure time, the route and the service on board follow the event programme, not an airline timetable.

• • From how many people is a group charter worth it?

  • There is no single threshold. Groups of up to 19 usually fly in business jets, chosen when time and confidentiality matter most. For larger groups a charter becomes good value per person when the aircraft is almost full, when there is no direct flight, or when airline times would add a hotel night.

• • What is the largest group you can fly?

  • One Airbus A320 or Boeing 737-800 takes up to about 180 people. Larger groups fly in two or more aircraft with coordinated arrival times.

• • Can participants start from different cities?

  • Yes. Depending on where the cities lie, we offer one aircraft with a stop to board the second group or several aircraft that land within minutes of each other, and we show both prices in the offer.

• • Can the aircraft carry our company branding?

  • Headrest covers, menus, welcome gifts and announcements on board are the simplest options. A logo on the outside is possible on airliners, with more time and extra cost. Every change needs the operator's approval.

• • How far ahead should we book for a trade fair or congress?

  • Business jets for a big fair are best booked as soon as the dates are known, because parking near the venue fills up. A regional airliner needs three to six weeks, a narrow-body airliner two to three months and up to six for summer dates.

• • When do you need the list of participants?

  • A few days before departure, by the date set in the contract, with full names, dates of birth, nationalities and document details. Replacing a participant is usually possible until shortly before the flight.

• • What if the number of participants changes?

  • Within the capacity of the aircraft the price stays the same. If the group grows beyond the seats available, we check a larger or an additional aircraft with the operator and confirm the difference before you agree.

• • Does the aircraft stay at the destination during the event?

  • For one or two nights it usually does. For longer events it returns to base and comes back for the group, and the offer shows which option costs less.

• • Can we hold an award ceremony or a presentation in flight?

  • Yes, in agreement with the crew. Heavy jets have a table for a small meeting; on an airliner the management can greet the group, present the programme or hand out awards over the cabin speakers.

• • How is a MICE flight invoiced?

  • With one invoice for the whole aircraft, issued to the company or the event agency, and on request a breakdown per participant. The tax treatment depends on the type of event and is best agreed with your accountant.