Practical Recommendations for Preparing and Implementing Passenger Transportation When Changing the Arrival Airport
- Place of Document DevelopmentUnion of Organizers of Mixed Passenger Transportation /RUSSIA/
- Purpose of the Document- Service Agreement between the Air Carrier and the Transportation Organizer
- Charter Agreement between the Transportation Organizer and the Bus Carrier
- Service Technology
- Dispatcher Instructions
- Passenger Instructions
- Situation Analysis (Closure of Destination Airport) 2025 - Source Data, Documents01/07/2025
- AbstractThe document outlines practical recommendations for organizing bus transportation of airline passengers from a backup airport in the event of the closure of the scheduled arrival airport.
It provides an action algorithm for carriers, dispatchers, and passengers. The material is intended for transportation company specialists and airline representatives.
The names of the participants are not published, as the document is considered a working document and the contractual relationships are currently in effect. - RelevanceThe recommendations have been developed with consideration for current realities and are designed to improve the efficiency and responsiveness of transportation organization in force majeure situations, reduce passenger stress, and optimize coordination among all participants in the process.
1. General Provisions
These recommendations establish the procedure for preparing and organizing passenger transportation when changing the arrival airport, as well as regulate the interaction between participants in the transportation process, taking into account the applicable regulations and passenger service technology.
These recommendations establish the procedure for preparing and organizing passenger transportation when changing the arrival airport, as well as regulate the interaction between participants in the transportation process, taking into account the applicable regulations and passenger service technology.
2. Documentation Support for Transportation
In the process of organizing transportation when changing the arrival airport, the following documents must be prepared and agreed upon:
- Contracts between the airline, the transportation organizer, and the carrier;
- Action coordination protocol between the carrier, the airport, and the airline (transportation organization technology);
- Passenger list for submission to the Unified State Automated Information System (EGAIS);
- Transport schedule and shift dispatcher instructions;
- Information messages for passengers;
- Estimate (price list) of transportation expenses.
3. Passenger Service Technology
3.1. Passengers are informed about the change of the arrival airport in advance through all available channels.
3.2. Organization of greeters and escorts at the new arrival airport.
3.3. Provision of passenger escort to the transport, and control of boarding.
3.4. Providing information about the route, travel time, transportation rules, and rest stops.
3.5. Prompt response to emergency situations and providing a hotline for communication.
4. Interaction of Participants in the Transportation Process
4.1. The transportation organizer coordinates the interaction process between the bus carrier, airport representatives, and the airline.
4.2. The carrier ensures the technical readiness of the vehicles, the availability of necessary licenses, and insurance.
4.3. The airport provides infrastructure for passenger boarding/alighting and passenger information.
4.4. The airline's representative organizes the information dissemination to the arriving passengers, ensures their gathering, and provides instructions on further actions. They also organize boarding onto the bus.
4.5. Responsible persons are assigned for coordination and control at each stage of transportation.
5. Control of Transportation Execution
5.1. Maintaining a log of vehicle movement and passenger count.
5.2. Monitoring the adherence to the schedule and route.
5.3. Promptly informing the organizer of any deviations and their causes.
5.4. Preparing a final report on the transportation results.
6. Route Design
6.1. Use of Toll Road Sections
- When planning the route, the use of toll road sections is permitted if it helps optimize travel time and improves transportation safety.
- The cost of traveling on toll sections must be calculated in advance and included in the transportation estimate.
- When preparing the estimate, the bus carrier must account for passenger transportation costs including toll road fees and inform all participants in advance.
6.2. Organization of Sanitary Stops
- To prevent passenger congestion and ensure compliance with sanitary standards, sanitary stops for different buses must be scheduled at different roadside service points.
- The list of recommended stop points must be determined in advance, taking into account infrastructure, sanitary conditions, and the availability of necessary services.
- In route planning, the dispatcher must record the intervals and locations of stops for each bus.
6.3. Consideration of Passenger Flow Characteristics
- When designing the route, the expected passenger flow, time of day, and seasonal features must be considered to avoid overloading certain road sections and stop points.
- If necessary, separate routes are created for different categories of passengers (e.g., groups with children, people with limited mobility).
6.4. Reservation of Transport Resources
- During high-risk hours (night, early morning), it is recommended to provide backup transport near key points along the route.
6.5. Coordination of the Route with Contractors
- All route changes, including the use of toll sections and sanitary stops, must be coordinated with carriers, road services, the State Traffic Safety Inspectorate (GIBDD), and the local administration in accordance with Russian Federation legislation.
- In the case of mass transportation, railway operators and other alternative transport providers must also be informed for rapid integration if necessary.
6.6. Information Support
- Passengers must be provided with detailed information about the route, including toll sections, stop locations, and estimated travel time.
- Drivers and escorts must be instructed on the procedures to follow in case of emergencies along the route.
6.7. Compliance with Regulatory Requirements
- All actions related to route design and transportation implementation must comply with the provisions of the Russian Federation Road Transport Charter, the Air Code, and other applicable regulations: ensuring safety, accessibility, timeliness of transportation, and passengers’ rights to receive information and sanitary-hygienic services.
6.8. Additional
- Include the possibility of dynamically adjusting the route in emergency situations (accidents, weather conditions) using digital platforms to inform all participants.
- Provide quick feedback channels from passengers (via QR codes, forms) to adjust services in real time.
- Monitor route execution and record deviations, followed by analysis to improve logistics quality.
7. Final Provisions
The responsibility for implementing these guidelines lies with all participants in the transportation process. The recommendations may be supplemented considering the specifics of the transportation, regional features, and the client's requirements.
In the process of organizing transportation when changing the arrival airport, the following documents must be prepared and agreed upon:
- Contracts between the airline, the transportation organizer, and the carrier;
- Action coordination protocol between the carrier, the airport, and the airline (transportation organization technology);
- Passenger list for submission to the Unified State Automated Information System (EGAIS);
- Transport schedule and shift dispatcher instructions;
- Information messages for passengers;
- Estimate (price list) of transportation expenses.
3. Passenger Service Technology
3.1. Passengers are informed about the change of the arrival airport in advance through all available channels.
3.2. Organization of greeters and escorts at the new arrival airport.
3.3. Provision of passenger escort to the transport, and control of boarding.
3.4. Providing information about the route, travel time, transportation rules, and rest stops.
3.5. Prompt response to emergency situations and providing a hotline for communication.
4. Interaction of Participants in the Transportation Process
4.1. The transportation organizer coordinates the interaction process between the bus carrier, airport representatives, and the airline.
4.2. The carrier ensures the technical readiness of the vehicles, the availability of necessary licenses, and insurance.
4.3. The airport provides infrastructure for passenger boarding/alighting and passenger information.
4.4. The airline's representative organizes the information dissemination to the arriving passengers, ensures their gathering, and provides instructions on further actions. They also organize boarding onto the bus.
4.5. Responsible persons are assigned for coordination and control at each stage of transportation.
5. Control of Transportation Execution
5.1. Maintaining a log of vehicle movement and passenger count.
5.2. Monitoring the adherence to the schedule and route.
5.3. Promptly informing the organizer of any deviations and their causes.
5.4. Preparing a final report on the transportation results.
6. Route Design
6.1. Use of Toll Road Sections
- When planning the route, the use of toll road sections is permitted if it helps optimize travel time and improves transportation safety.
- The cost of traveling on toll sections must be calculated in advance and included in the transportation estimate.
- When preparing the estimate, the bus carrier must account for passenger transportation costs including toll road fees and inform all participants in advance.
6.2. Organization of Sanitary Stops
- To prevent passenger congestion and ensure compliance with sanitary standards, sanitary stops for different buses must be scheduled at different roadside service points.
- The list of recommended stop points must be determined in advance, taking into account infrastructure, sanitary conditions, and the availability of necessary services.
- In route planning, the dispatcher must record the intervals and locations of stops for each bus.
6.3. Consideration of Passenger Flow Characteristics
- When designing the route, the expected passenger flow, time of day, and seasonal features must be considered to avoid overloading certain road sections and stop points.
- If necessary, separate routes are created for different categories of passengers (e.g., groups with children, people with limited mobility).
6.4. Reservation of Transport Resources
- During high-risk hours (night, early morning), it is recommended to provide backup transport near key points along the route.
6.5. Coordination of the Route with Contractors
- All route changes, including the use of toll sections and sanitary stops, must be coordinated with carriers, road services, the State Traffic Safety Inspectorate (GIBDD), and the local administration in accordance with Russian Federation legislation.
- In the case of mass transportation, railway operators and other alternative transport providers must also be informed for rapid integration if necessary.
6.6. Information Support
- Passengers must be provided with detailed information about the route, including toll sections, stop locations, and estimated travel time.
- Drivers and escorts must be instructed on the procedures to follow in case of emergencies along the route.
6.7. Compliance with Regulatory Requirements
- All actions related to route design and transportation implementation must comply with the provisions of the Russian Federation Road Transport Charter, the Air Code, and other applicable regulations: ensuring safety, accessibility, timeliness of transportation, and passengers’ rights to receive information and sanitary-hygienic services.
6.8. Additional
- Include the possibility of dynamically adjusting the route in emergency situations (accidents, weather conditions) using digital platforms to inform all participants.
- Provide quick feedback channels from passengers (via QR codes, forms) to adjust services in real time.
- Monitor route execution and record deviations, followed by analysis to improve logistics quality.
7. Final Provisions
The responsibility for implementing these guidelines lies with all participants in the transportation process. The recommendations may be supplemented considering the specifics of the transportation, regional features, and the client's requirements.
Author: Vladislav Gorbunov
