1
Ten Days Prior to Flight
T–10
- Sign up for the flight on the SkyHope website
- Locate and download the mission itinerary PDF
- Import the itinerary into Kneeboard ProPassenger Manifest → Import → drop in the SkyHope PDF. Check names, weights, and times against the source before you move on.
- Export to PlaneWX using the LINK function
- Start watching the flight weather scoreCheck it daily from here on, and begin cross-checking it against AviationWeather.gov and your favorite weather tools. A trend tells you more than any single day's number.
- Reserve the aircraft and confirm no maintenance is scheduledadded
- Check your currency for the legs you're flyingaddedMedical, flight review, IFR currency, night landings — whatever the mission profile needs.
- Run a rough weight & balance with passenger count, bags, and full fueladdedBetter to find the problem now, while you can still ask for a different aircraft.
2
Two Days Before Flight
T–2
Say the hard part out loud. Tell the passenger up front that the flight may cancel for weather, and that a cancelled flight is a normal outcome — not a failure. Passengers who hear this at T–2 handle a scrub far better than passengers who hear it at 6 a.m.
- Import passenger contact data into Contacts
- Note whether this is a first-time or returning passengerFirst-timers need the long version of every briefing. Returning passengers usually just want the plan.
- Walk the First Contact Briefing checklist with the passenger
- Ask about mobility, oxygen, service animals, and luggageaddedThis is what decides whether you need the portable steps and how much bag space is left.
- Confirm ground transportation on both endsadded
- Create the ForeFlight flights
- Create ForeFlight chart bindersApproach plates, airport diagrams, and taxi charts for both ends and your alternate — one tap away in the cockpit.
- File your IFR flight plans
- Keep monitoring the PlaneWX score, cross-checking against AviationWeather.gov and your other weather tools
- Apply your personal minimums and tell the passenger when you'll make the calladded"I'll decide by 6 a.m. and text you either way" removes the pressure to press on.
- If you need to cancel the flight, call the SkyHope coordinator ASAPadded
3
Day of Flight
T–0
- Final weather check and go / no-go calladded
- Complete the PAVE Risk Assessmentapp.planewx.ai/help/pave-assessment
- Text the passenger your decision at the time you promisedadded
- Call the departure FBO — pull the plane from the hangar, place the fuel order
- Call the destination FBO — confirm they expect your passenger and have your tail number
- Print your Kneeboard Pro sheets for the kneeboard
- Work the packing list below — headsets, batteries, portable steps, blankets
- Confirm the passenger's arrival time and brief them on ramp accessaddedWhich door, which desk, who to ask for, and how early to show up.
- Refile or amend the IFR flight plan if times movedadded
- Passenger safety briefing before startaddedSeatbelts, doors and exits, headsets and intercom, sterile cockpit on climb and approach, sick bags, "tell me if anything feels wrong."
- Don't forget the cockpit selfie :-)
- Text the selfie to the passenger and wish them well
- Don't forget to close your IFR flight planadded
4
After the Flight
T+1
- Create the logbook entries and add a picture
- File any receipts for flight expenses
- Complete the SkyHope mission reportDo it the same day. It's also your best record at tax time — charitable-flight expenses are far easier to substantiate when the report and the receipts match.
- Record Hobbs and tach; write up any squawksadded
- Thank the FBOs that waived fees or discounted fueladdedCosts you two minutes and buys the next volunteer pilot the same welcome.
- Save the Kneeboard Pro trip link with your mission recordsadded
- Log lessons learnedOne line is enough. What surprised you, what you'd pack differently, what you'd say differently to the passenger.
5
Packing List
Load the night before
Cockpit
- Kneeboard + printed Kneeboard Pro sheets
- Pens and a backup pen
- iPad, charging cable, battery pack
- Headsets — one per seat, plus a spare
- Fresh batteries and spares
- Handheld radioadded
- Flashlight or headlampadded
- Sunglassesadded
Passenger Comfort
- Portable boarding steps
- Blankets and a pillow
- Water and simple snacksadded
- Airsickness bagsadded
- Phone charger the passenger can useadded
- Kid-size headset or ear protectionadded
- Wipes, paper towels, trash bagadded
Aircraft
- Tie-downs and chocksadded
- Pitot cover and control lockadded
- Fuel tester and funneladded
- Oil, one quartadded
- Towbaradded
Documents & Money
- Pilot certificate, medical, photo IDadded
- Aircraft documents and insurance cardadded
- Volunteer-organization ID or letteradded
- Card and some cash for fuel and feesadded
- Envelope or folder for receiptsadded