Tarmac Protocol: Proper Etiquette for Picking up VIPs from a Private Airport
- Bethany Skorik
- Mar 25
- 4 min read
Imagine this: You're a junior employee, fresh into your career, casually dressed in jeans and sandals, cruising through Texas with colleagues en route to your next assignment. Suddenly, someone's phone rings. It's an urgent call directing you to a private airstrip to meet the corporate jet carrying the company's CEO and board members—some of the most influential figures in the business world. Panic sets in as you drive onto the tarmac and realize you're about to face individuals featured on Forbes' Most Powerful list, and you're utterly unprepared. That was me, during my first VIP tarmac pickup, slowly dying inside. I had no idea about the proper etiquette or expectations. Now, with over a decade and dozens of pickups under my belt, I'm here to share essential insights so you'll never find yourself in a similar predicament.
March is National Protocol Month, making it the perfect time to discuss the art of welcoming VIPs directly from the tarmac. Whether you're coordinating a corporate delegation or a military entourage, the way you receive and transport distinguished visitors (DV) sets the tone for their entire visit. Let's explore some key steps to ensure your VIPs feel genuinely valued and respected from the moment they arrive.
1. Advance Preparation
Coordinate with Airport Authorities: Prior to the VIPs' arrival, liaise with the Fixed-Base Operator (FBO) or relevant airport personnel to confirm flight details and tarmac access. This ensures seamless access to the landing strip and adherence to security protocols. If you're really good, you'll get the flight details so you can track it in-air. There's an app for that...
2. Safety First, ALWAYS!
Approaching the Aircraft: Always wait until the aircraft has come to a complete stop, the parking brake is engaged, engines are shut down, and the anti-collision lights are turned off before approaching. This ensures the safety of all personnel involved.
Navigating Around the Aircraft: When moving around the plane, avoid walking in front of jet intakes or behind jet exhausts, especially if you're unsure whether the engines are running. It's advisable to walk behind the wing toward the wingtip when leaving or approaching the aircraft, unless the cabin exit door is forward of the wing.
3. Presenting Yourself Professionally
Dress Code: Opt for business professional attire. Ladies, it's advisable to wear a tailored suit with pants - it can get rather windy on the tarmac, do NOT wear a dress.
Sunglasses: The tarmac is BRIGHT! Always bring a pair of sunnies with you.
4. Positioning on the Tarmac
Vehicle Readiness: If you're really good at your job, you might be able to arrange to have the vehicles drive directly to the plane once it has landed. If not, position your shuttle or SUV in the designated area, with the door your VIP will enter closest. If it's difficult to turn the vehicle around, you should turn the vehicle(s) prior to aircraft arrival for a quick exit.
Your Placement: Stand near the vehicle, clearly visible to the arriving VIPs, ready to greet them warmly.
5. Greeting the VIPs
Professional Introduction: As the VIPs disembark, approach them with a warm smile, offer a firm handshake, and address them by their appropriate titles and last names.
6. Organizing a Receiving Line
Formation: If you're accompanying your own VIP and forming a receiving line, the host (typically you) and then your VIP should line up according to their rank or role within the organization, most senior first. This order of precedence demonstrates respect and acknowledges the hierarchy within the group. This may be altered based on culture, or if your VIP (like CEO) plans to take on the host duties like introductions and escort to the vehicle.
7. Seating Arrangements in the Vehicle
Place of Honor: In a standard SUV or shuttle, the seat directly behind the front passenger seat (rear right) is traditionally reserved for the highest-ranking VIP.
Subsequent Seating: The second-ranking VIP should be seated to the left of the highest-ranking individual (rear left), with the third-ranking VIP in the middle rear seat. If additional seating is available, other passengers should be seated according to their rank or preference.
Driver's Role: The driver or escort should open and close the vehicle doors for the VIPs, ensuring a smooth and respectful entry and exit. Make sure to review this with the driver before the guests arrive.
By meticulously adhering to these protocols, you demonstrate professionalism and respect, ensuring that VIPs feel valued from the moment they step off the aircraft. Such attention to detail not only enhances their experience but also sets a positive tone for all subsequent engagements.
And if you ever find yourself as the VIP arriving in the private jet (congratulations!!), be kind to the support staff. They're most likely very, very nervous :)
Happy Protocol Month!
Bethany
Bethany Skorik is a public affairs and etiquette coach, and owner of The Charming Diplomat. Visit www.thecharmingdiplomat.com for video, blogs, and coaching on all things modern manners. Follow @thecharmingdiplomat for latests updates.
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