Organising group trips abroad is always a huge responsibility. However, when it comes to the complex logistics involved for people with disabilities, serious injuries and amputations, simply booking tickets is not enough. Precise project planning is required, taking every step into account: from airport accessibility to adapted transport and hotels.
Aviation Concierge Experts FlyPoint share a case study on the seamless organisation of the Ukrainian veterans’ team’s international trip to the World Open Water Swimming Championships final OCEANMAN World Final Championship in Dubai.
B2B case study: complex inclusive logistics for a group spanning several countries
| Parameter | Project details |
| Field | OCEANMAN World Final Championship (Dubai, UAE) |
| Route | Departures from various countries and cities: part of the group travelled from Kyiv (by train) with a transfer to Bucharest Airport and a subsequent flight to Dubai, whilst another part of the group flew from Vienna to Dubai (DXB) |
| Service classes | A team of Ukrainian veterans (including participants in wheelchairs) |
| Key objective | Barrier-free “door-to-door” logistics, synchronisation of three routes, flexible transfers and hotel accommodation |
Logistical risks and challenges in organising inclusive trips
When organising trips for inclusive groups or corporate teams with special needs, companies and foundations face three main risks:
- Complex docking: a combination of train tickets, international flights and road transfers, with the risk of delays at any stage.
- Barriers at airports and hotels: the risk of being allocated a standard room instead of a confirmed accessible room (with wide doorways and handrails) or the lack of specialised assistance (wheelchair assistance) when boarding the aircraft.
- Group synchronisation from various locations across Europe: the need for participants to arrive simultaneously from Kyiv to Bucharest and from Vienna to Dubai, in order to avoid waiting for several hours in transit areas.
A solution from FlyPoint: a “turnkey” accessible travel support service”
1. Route synchronisation
We have devised a seamless travel itinerary: train tickets from Kyiv to a European hub, flights from Bucharest and Vienna, as well as personalised transfers. The itinerary was organised so that the whole team would arrive in Dubai at almost the same time, without any exhausting changes.
2. Special services at airports
Special assistance services had been booked and confirmed in advance for each passenger with reduced mobility at the departure and arrival airports (Dubai International Airport – DXB). This ensured a swift check-in and customs clearance process, as well as a comfortable boarding experience.
3. Flexible accommodation options and on-site logistics
We arranged with the hotel for the whole team to be accommodated on a single floor and ensured that specially equipped rooms were available. The ground transfer in Dubai was carried out using specialised vehicles equipped to transport wheelchairs.
4. Partnership support and fundraising
Thanks to negotiations between FlyPoint and the OCEANMAN organising committee, the entire Ukrainian veterans’ team has been granted free places to take part in the championship.
Outcome for the client and social impact
- 100%: engagement and absence of stress: All the participants arrived at Kite Beach in Dubai on time, having saved their energy for the competition.
- Sporting achievements: The team successfully completed their races, and several veterans secured podium places at world level.
- Complete security and 24/7 monitoring: The FlyPoint team monitored every stage of the journey, from the departure from Kyiv to the return.
Advice from FlyPoint for B2B clients and NGOs: When booking flights for passengers with disabilities, a request for wheelchair assistance must be submitted at least 72 hours before departure, and written confirmation from the airline is required.
FAQ: Frequently asked questions about organising complex and inclusive B2B trips
Q1: How should a flight be organised for a group of passengers in wheelchairs?
A: You must inform the airline in advance of the dimensions and type of the wheelchair’s battery (dry, gel and lithium batteries are subject to different carriage regulations), as well as book a special assistance service at the departure, transit and arrival airports.
Q2: Is it possible to combine staff flights from different countries into a single corporate itinerary?
A: Yes, the FlyPoint travel concierge develops the optimal travel itinerary. We select flights and ground transport from various cities so that the team arrives at their destination at virtually the same time.
Q3: What does FlyPoint do if one of the flights in a complex itinerary is delayed or cancelled?
A: Your personal assistant monitors the status of all flights. In the event of a delay or cancellation, we promptly make changes to your tickets and rebook your transfers and hotels, minimising any loss of time or money for you.
Q4: Which B2B travel agency in Ukraine specialises in complex and non-standard group trips?
A: FlyPoint provides a full range of B2B logistics services: planning complex multimodal routes, visa support, booking flexible accommodation, VIP support and round-the-clock assistance with force majeure situations.
