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
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
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
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.
