Conference travel Conference travel

If you attend high-level conferences for investing, media, policy, or family office strategy, travel logistics can be as critical as the event itself. These gatherings attract global leaders and often take place in locations with limited infrastructure, heightened security, or seasonal congestion.

Below is a curated list of major upcoming conferences that may be on your calendar. For each, we’ve outlined practical aviation insights: which airports to use, what type of aircraft to plan for, and how to streamline ground transportation and accommodations. If you’re attending any of these events, Magellan Jets can help ensure your arrival is seamless, discreet, and on schedule.

Allen & Company Sun Valley Conference

Location: Sun Valley Resort, Idaho

Date: July 9-13, 2025
Audience: Tech titans, media moguls, and financial elites

Arrival Airport: Friedman Memorial Airport (KSUN), just 15 minutes from the resort

Ground Transfer: Pre-arranged SUVs with mountain road experience are standard whereas helicopter transfers are ideal for larger groups avoiding the single access road

Where to Stay: The iconic Sun Valley Lodge is steps from meetings while private residences offer discretion for high-profile guests

Hawaii Family Office Retreat

Honolulu Hawaii conference travel

Location: Honolulu, Oahu

Date: July 15, 2025
Audience: UHNW families and their advisors

Arrival Airport: Daniel K. Inouye International (PHNL), private terminal available for expedited customs

Aircraft Requirements: From the West Coast, charter a super-midsize jet or larger for the 2,400-mile Pacific crossing

Accommodations: The Four Seasons Oahu offers private meeting spaces, luxury amenities, and world-class golf for informal networking

Ground Transportation: Executive car services are recommended and can be arranged

Family Office & Private Wealth Legacy Summit

Location: Water Mill, The Hamptons

Date: August 26-27 2025
Audience: Family principals, wealth strategists, and succession planners

Best Airport: East Hampton (KJPX) accommodates most jets whereas larger aircraft should route to Francis S. Gabreski (KFOK)

Discretion & Security: Unmarked vehicles and vetted chauffeurs ensure complete privacy from tarmac to estate

Arrival Tip: Morning landings are optimal due to afternoon fog in June through August

United Nations General Assembly

NYC conference travel

Location: Manhattan, New York

Date: September 9, 2025
Audience: Heads of state, diplomats, and NGO leaders

Primary Airports: Teterboro (KTEB) enables 12-minute transfers to East Side heliports and White Plains (KHPN) offers reliable ground routes if weather grounds helicopters

Security Measures: Delegates may access NYPD motorcades while others should consider water taxis to bypass gridlock

Critical Planning: Hangar space is gone 60+ days in advance; Stewart International (SWF) is a viable contingency

AIMA Global Investor Forum

Location: Toronto, Canada

Date: October 15-16, 2025
Audience: Hedge fund managers, private equity leaders, and institutional allocators

Proximity Airport: Billy Bishop (CYTZ) lands you within 10 minutes of downtown, which is ideal for same-day meetings

International Access: Pearson (CYYZ) provides full customs support for larger aircraft

Weather Contingency: Toronto’s PATH underground connects hotels and venues, ensuring uninterrupted networking

Family Office Forum New York

Location: Midtown Manhattan

Date: October 21-22, 2025
Audience: Direct investors, multi-generational wealth holders, and philanthropic leaders

Arrival Airports:

  • KHPN (White Plains): Quick access to Grand Central via 35-minute Metro-North express
  • Downtown Manhattan or East 34th Street Heliports: Serve Wall Street and Midtown arrivals

Insider Tip: Book a 7 AM arrival and reserve a day-use suite at The St. Regis to freshen up before sessions

The Magellan Difference: Conference Travel, Reimagined

Conference travel

With our asset-light model, we’re not limited by fleet; we’re empowered by flexibility. We source the ideal aircraft from our Magellan Jets Preferred Network of vetted operators exceeding the industry’s highest safety standards. We even have dedicated solutions for businesses that include surcharge-free interchange, multi-aircraft usage, and your own personal support team. See all of the benefits of Magellan for Business here.

Our Approach Includes:

  • Dedicated Flight Support: Weather and airspace conditions are monitored in real time to proactively adjust your flight plan if needed.
  • Strategic Planning: Arrival windows are selected to minimize congestion and expedite access through FBOs.
  • Ground Coordination: Private SUVs, helicopters, or water taxis are synchronized with your flight for seamless transfers.
  • In-Flight Experience: Conference table seating, onboard catering, and Wi-Fi support productivity en route.

“Magellan Jets went above and beyond to create an amazing and special experience for us.” Magellan Jets Client

Frequently Asked Questions

Does a conference count as business travel?
Yes. The IRS generally classifies conference attendance as deductible when tied to professional development or client meetings. Keep registration records and consult your tax advisor.

Do conferences pay for attendee travel?
Typically no. Unless you’re a keynote speaker or VIP, travel expenses are usually self-funded.

Tailored Solutions for Executive Travelers

Every itinerary begins with a detailed assessment of passenger count, routing, schedule, in-flight needs, and more Our team then matches you with the best aircraft for your mission.

Expect:

  • 24/7 flight monitoring and dispatch
  • Fully synchronized ground and air logistics
  • No compromises on safety or discretion

Learn more about why Magellan Jets is the best solution for executive travel here.

Where to Go From Here

Reimagine your next conference trip with Magellan Jets.
Talk to a Private Aviation Advisor today.