TERMS AND CONDITIONS
Last Updated: January 16, 2026
1. DEFINITIONS
Agreement - The executed Quote and any amendments thereto, and the terms and conditions set forth herein.
Customer - The individual, company, broker, or other entity requesting aircraft charter services.
Broker - Helios Air LLC ("Helios Air"), acting solely as a disclosed air charter broker.
Operator / Carrier - The FAA-certificated Part 135 air carrier that operates the aircraft and serves as the carrier of record for the charter flight.
Quote - The estimated amount of fees and costs, and the terms and conditions, as set forth herein, to contract for the usage of the reference aircraft, including any modified or amended Quote(s)
Schedule – The date(s), flight itinerary, and time(s) referenced in the Quote that the Client anticipates for the usage of the referenced aircraft.
Calendar Day(s) - refer to every day on the calendar, i.e. all 365 days of the year (366 if it is a leap year). Working days or business days means any day other than a Saturday, Sunday or public holiday.
2. ROLE OF HELIOS AIR (BROKER DISCLOSURE)
Helios Air is not a direct air carrier and does not own, operate, maintain, or control aircraft. Helios Air acts solely as an intermediary to arrange air transportation services on behalf of the Customer with appropriately licensed and insured Part 135 air carriers.
All charter flights arranged by Helios Air are operated exclusively by third-party Operators that maintain full operational control of the aircraft, crew, and flight operations. The Operator is solely responsible for the safety, legality, and execution of each flight.
3. QUOTES AND AIRCRAFT AVAILABILITY
All charter quotes are aircraft-specific and subject to aircraft and crew availability at the time of booking. If the originally quoted aircraft becomes unavailable, Helios Air will notify the Customer and present alternative aircraft options, which may result in a change in pricing.
Upon Customer's acceptance of a quote and these Terms and Conditions, a binding agreement is formed between the Customer and the applicable Operator. Helios Air facilitates this agreement as broker.
4. PRICING, TAXES, AND PAYMENTS
Pricing includes flight time, applicable fees, and charges as outlined in the quote. Certain charges, including but not limited to Federal Excise Tax (FET), Segment Tax, international fees, landing fees, and fuel surcharges, are imposed by law or assessed by the Operator and are passed through to the Customer.
Full payment is due:
· Five (5) days prior to domestic departures
· Fourteen (14) days prior to international departures
Payments are typically collected by Helios Air on behalf of the Operator and remitted to the Operator as pass-through funds. Helios Air's brokerage fee or commission, if applicable, is earned for arranging the charter and is separate from Operator-imposed charges.
If payment is not received by the required deadline, the Operator may cancel the flight without liability.
5. PAYMENT METHODS
Payment may be made via wire transfer, ACH, approved check, or credit card. Credit card payments may be subject to processing fees, which will be disclosed at the time of payment.
For first-time Customers paying by check or wire, funds must be received and cleared prior to the departure date. Failure to remit timely payment may result in cancellation or alternative payment requirements.
Helios Air will not modify banking or payment instructions via electronic correspondence without verbal verification.
6. CANCELLATIONS AND CHANGES
In the event of cancellation after execution of the charter agreement, the Customer agrees to be fully responsible for and shall reimburse Helios Air for all costs, fees, and expenses incurred in connection with arranging the charter flight. These costs may include, but are not limited to, operator cancellation charges, foreign permits, landing and handling fees, crew positioning or augmentation, hotel accommodations, airline tickets, catering, ground transportation, special event fees, international fees, and any other third-party or operator charges incurred on the Customer's behalf (collectively, "Additional Expenses").
Because Helios Air acts solely as a charter broker and not as a direct air carrier, all cancellation penalties assessed by the Operator are binding on the Customer and shall be passed through to the Customer in full. Helios Air shall have no obligation to reduce, waive, or negotiate any Operator-imposed charges. All cancellations or itinerary changes must be submitted in writing via email to julien@flyhelios.co and are not effective until acknowledged by Helios Air.
· A "No‑Show" is defined as failure to arrive for departure within two (2) hours of the scheduled departure time.
· One‑way priced charters and empty leg flights are subject to a 100% cancellation fee once confirmed.
· Special event fees, airport slots, permits, and third‑party charges are non‑refundable and non‑transferable.
· EMPTY LEGS: Customer shall be responsible for all empty legs and repositioning flights necessary to position the applicable aircraft to fulfill the chartered itinerary. The cost to Customer for such flights will be 100% of the agreed charter price set forth in the Quote.
The following cancellation schedule applies unless the Operator imposes more restrictive terms, in which case the Operator's terms shall control:
7. HOLIDAY AND PEAK PERIODS
Certain dates may be designated as holiday or peak travel periods by Operators. During these periods, stricter cancellation terms, higher pricing, or minimum flight times may apply. Such terms will be disclosed prior to booking.
9. OPERATOR RESPONSIBILITY
The Operator is solely responsible for:
· Aircraft airworthiness and maintenance
· Crew qualifications and duty limitations
· Operational control and flight execution
· Compliance with all FAA and international regulations
Helios Air acts solely as a broker and does not assume operational control or responsibility for the charter flight.
9A. OPERATOR SUPREMACY AND INCORPORATION BY REFERENCE
In the event of any conflict, inconsistency, or ambiguity between these Terms and Conditions and the charter agreement, confirmation, or operational terms issued by the applicable Operator, the Operator's terms shall govern with respect to all operational, safety, scheduling, cancellation, delay, and aircraft-related matters.
The Customer acknowledges that the Operator's confirmation and conditions are incorporated herein by reference and form part of the binding agreement governing the charter flight.
10. INTERIOR DAMAGE
Customer is responsible for any damage to the interior of the aircraft caused by the Customer or any passenger, including pets. All costs associated with cleaning, restoring, repairing, or replacing damaged materials are assessed by the Operator and are the responsibility of the Customer.
Helios Air does not assess or collect interior damage fees except as pass-through charges on behalf of the Operator.
11. INCIDENTAL EXPENSES
Any unforeseen incidental expenses incurred during the charter, including but not limited to de-icing, ground handling, crew accommodations, catering, and ground transportation, are assessed by the Operator and charged to the Customer.
If catering or ground transportation is arranged by the Operator or a third party, applicable booking or coordination fees imposed by the Operator may apply. Helios Air facilitates invoicing but does not set such fees.
A detailed statement of charges will be provided following completion of the charter.
12. LATE PASSENGER POLICIES
Late passenger fees may be imposed by the Operator due to the Customer's failure to arrive for scheduled departure. Typical Operator policies may include:
· $500 after one (1) hour
· $750 after one and one-half (1.5) hours
Such fees are Operator-imposed and subject to aircraft and crew availability.
13. TSA REAL ID
The Transportation Security Administration of the U.S. Department of Homeland Security, effective May 7, 2025, requires all passengers 18 years and older to present a REAL ID compliant form of identification prior to boarding any domestic Part 135 charter flights. International flights require a current government issued passport.
14. TSA PRIVACY ACT STATEMENT
The Transportation Security Administration of the U.S. Department of Homeland Security requires us to collect information from you for purposes of Watch List screening, under the authority of 49 U.S.C. section 114, and the Intelligence Reform and Terrorism Prevention Act of 2004. Providing this information is voluntary; however, if it is not provided, you may be subject to additional screening or denied transport or authorization to enter a sterile area. TSA may share information you provide with law enforcement or intelligence agencies or others under its published system of records notice. For more on TSA Privacy policies, or to view the system of records notice and the privacy impact assessment, please see TSA’s Web site at www.tsa.gov.
15. SECURITY
All passengers age 18 or older are required to present a government issued photo ID prior to boarding an Operator’s aircraft. All items prohibited by the TSA will not be allowed as carry-on baggage aboard any Operator’s flight. Violations of this policy may result in civil and/or criminal charges. For further information and a full list of prohibited items, please visit www.tsa.gov.
16. ITINERARY CHANGES AND TRANSMITTAL OF CHANGES
Itinerary changes are permitted subject to aircraft and crew availability and Operator approval. Changes may result in adjustments to the total charter cost.
All itinerary changes and cancellations must be transmitted in writing to Helios Air within the applicable cancellation timeframe. Helios Air will relay such changes to the Operator on the Customer's behalf.
17. LIMITATION OF LIABILITY
To the fullest extent permitted by law, Helios Air shall not be liable for any indirect, incidental, special, or consequential damages arising from charter services arranged on Customer's behalf.
Customer agrees to look solely to the Operator for claims related to flight operations, delays, cancellations, or safety matters.
18. INDEMNIFICATION
Customer agrees to indemnify and hold harmless Helios Air from any claims, damages, or liabilities arising out of the charter services, except to the extent caused by Helios Air's gross negligence or willful misconduct.
19. GOVERNING LAW
These Terms and Conditions shall be governed by and construed in accordance with the laws of the State of Washington, without regard to conflict of law principles.
20. ATTORNEY’S FEES:
In the event it becomes necessary to enforce the terms of this Agreement by litigation or otherwise, the prevailing party shall be entitled to recover its reasonable attorney fees and court costs, including any such fees or costs arising from subsequent appeals and efforts to executive on any judgement.
21. ASSIGNMENT:
This Agreement may not be assigned nor transferred by the Client without the prior written consent of the Charter Company. Any purported assignment in violation of this paragraph shall be voided and of no effect.
22. SEVERABILITY:
If any provision in the Agreement is found to be invalid or unenforceable in any respect in any jurisdiction:
(A) the validity or enforceability of such provision shall not in any way be affected in respect of any other jurisdiction and the validity and enforceability of the remaining;
(B) provisions shall not be affected, unless the Agreement reasonably fails in its essential purpose; and the parties shall substitute such provision by a valid and enforceable provision approximating to the greatest extent possible the essential purpose of the invalid or unenforceable provision.
23. ENTIRE AGREEMENT
These Terms and Conditions constitute the entire agreement regarding charter brokerage services provided by Helios Air and supersede any prior agreements or understandings.