What does HOTAC stand for in aviation?

HOTAC stands for Hotel Accommodation and Transport. It refers to the coordinated provision of hotel rooms and airport transfers for flight crew during layovers, scheduled rest periods, and flight disruptions.

Why is HOTAC important for airlines?

HOTAC directly affects crew rest compliance. Aviation regulations under frameworks including EASA, FAA, and GCAA mandate minimum rest periods for flight crew. Hotels that are too far from the airport, too noisy, or unable to accommodate early or late arrivals can result in rest period violations, leaving crew unfit for duty and aircraft on the ground.

How does ASM select its HOTAC hotel partners?

ASM selects hotel partners based on airport proximity, crew-rest suitability, including noise levels, blackout curtains, and flexible check-in, and operational reliability. Hotels that cannot accommodate early arrivals or disrupted schedules are not used.

Can ASM handle HOTAC during a flight diversion?

Yes. Crew HOTAC is one of the fastest-moving elements of ASM's diversion support service. Hotels are booked simultaneously with permit and handling coordination, not sequentially, from the moment a diversion is confirmed.

Can ASM arrange HOTAC for large crew groups?

Yes. ASM coordinates hotel blocks and group transport for larger crew movements, including seasonal charter operations, ACMI deployments, and Hajj season programmes.

What happens if the crew's hotel is full or unavailable?

ASM maintains contingency hotel options at key locations. If the primary property is unavailable due to overbooking, a sold-out period, or sudden demand, the operations team immediately activates the nearest compliant alternative.

Can ASM arrange HOTAC at short notice or in the middle of the night?

Yes. ASM's crew logistics team is available 24 hours a day, including at 3 am for unexpected diversions and last-minute schedule changes.

Does ASM provide HOTAC outside of the Middle East?

Yes. ASM's HOTAC network covers airports worldwide, not just the Middle East. Coverage and availability vary by location; contact the ASM team to confirm specific airports.

HOTAC Services & Crew Accommodation

HOTAC Support at a Glance

HOTAC is more than arranging rooms. It helps protect crew readiness by aligning accommodation, transport, timing and disruption support around the actual aircraft movement.

Crew Accommodation

Hotel options coordinated according to airport proximity, crew size, schedule, room requirements and local availability.

Crew Transport

Airport–hotel–airport transportation aligned with arrival, departure and reporting times.

Delays and Diversions

Short-notice accommodation and transport coordination when the original schedule changes.

Room Blocks

Multi-room and recurring requirements for scheduled, ACMI, charter, cargo and seasonal operations.

Connected Flight Support

HOTAC aligned with handling, permits, fuel, flight planning and diversion requirements where needed.

Additional Crew Support

Ground transportation, meal arrangements and location-specific support where requested and available.

Operational Support With Global Reach

ASM supports crew logistics within a broader aviation services framework, allowing accommodation and transport to be coordinated with the mission instead of treated as separate travel tasks.

24/7

Crew logistics coordination

International

Hotel and transport supplier network

Flexible

Individual crew stays to group room blocks

Disruptions

Delays, diversions and schedule changes

Crew Accommodation & Logistics

Each requirement is reviewed around airport location, crew size, schedule, hotel availability, transfer timing and the operator’s wider trip support needs.

Crew hotel accommodation coordinated by ASM

Crew Hotel Coordination

Accommodation options are reviewed according to airport proximity, transfer time, crew size, room requirements, hotel standard and local availability.

• Individual or multiple rooms
• Early check-in and late check-out requests
• Meal or breakfast requirements
• Operator-approved hotel preferences
• Quiet-room or other crew requests where available

Airport transport for flight and cabin crew

Crew Transport

Airport–hotel–airport transportation is coordinated around the aircraft schedule, hotel location, reporting time and driver availability.

• Vehicle type and capacity
• Pickup point and driver contact
• Group transport planning
• Revised pickup timing when schedules change

HOTAC support during flight delays and diversions

Diversion and Delay Support

When a diversion or extended delay creates a crew-rest requirement, ASM can coordinate accommodation and transport alongside the wider operational recovery plan.

• Short-notice accommodation checks
• Transport support during disruptions
• Alignment with handling, fuel and permit needs *Subject to local availability and confirmation.

Group Crew Movements

Room blocks and group transportation for scheduled, ACMI, seasonal, charter and cargo programmes.

• Room block requests
• Group transfer planning
• Seasonal, charter, cargo and ACMI support

Crew layover accommodation and transport

Layover Logistics

Planned accommodation, transport and local coordination aligned with arrival, departure and next-duty timing.

• Accommodation aligned with sector timing
• Support for routine and non-routine layovers
• Communication with the operations contact

Integrated Flight Support

HOTAC can be requested independently or connected with ASM’s wider operational services.

• Flight planning and dispatch support
• Overflight and landing permits
• Ground handling, fuel and diversion coordination

HOTAC Coordination and Supplier Availability

Hotel accommodation and ground transportation are provided by the confirmed local hotel, transport company or other relevant supplier.

ASM reviews the crew requirement, coordinates available options, follows booking confirmation and aligns the arrangements with the flight schedule and operator instructions.

Hotel selection, room availability, rates, cancellation conditions, transport availability and special requests remain subject to supplier confirmation and operator approval.

Crew Rest and Operator Responsibility

ASM coordinates hotel and transport arrangements according to the schedule, rest window and requirements supplied or approved by the operator.
The aircraft operator remains responsible for flight and duty-time compliance, determining the required rest period, approving suitable accommodation and confirming crew fitness for duty under the applicable regulatory framework.

What to Share for a HOTAC Request

Complete intake details help the team match accommodation and transport arrangements to the operational reality.

✓ Airport code, flight number and aircraft registration

✓ ETA, ETD, layover duration and next sector timing

✓ Crew count, number of rooms and rooming preferences

✓ Hotel standard, proximity preference and any crew needs

✓ Transfer requirement, pickup time and vehicle notes

✓ Billing instructions and operator contact details

Availability Note

HOTAC availability can vary by airport, city, hotel capacity, time of day, local events, major disruptions and crew size. For urgent or diversion-related requests, share the expected arrival time and next sector timing as early as possible.

Final arrangements remain subject to local supplier availability, booking confirmation and operator approval.

Quotations, Confirmations and Changes

Available hotel and transport options are presented according to the information available at the quotation stage.

Rates, taxes, meal inclusions, cancellation terms, no-show conditions, check-in or check-out charges and transport conditions may vary by supplier.

A booking should be treated as confirmed only after ASM provides the relevant confirmation. Changes to crew count, schedule, room requirements or transport timing may affect availability and cost.

Start With Your HOTAC Requirement

Share the airport, crew count, room requirement, timing and transport details.
ASM will review the request and coordinate the appropriate HOTAC support path.

REQUEST HOTAC SUPPORT

From Request to Crew Transfer

ASM keeps HOTAC coordination tied to the flight schedule, so hotel and transport arrangements can be updated when the operation changes.

01

Receive the Requirement

Review the airport, flight schedule, crew count, room requirements, rest window and transport needs supplied by the operator.

02

Check Availability

Review available hotel and transport options against timing, location, room capacity and supplier conditions.

03

Present and Confirm Options

Share available options, rates, inclusions and relevant conditions for operator approval before confirmation.

04

Follow Schedule Changes

Coordinate agreed booking or transfer amendments when the ETA, ETD, crew requirement or operating plan changes.

05

Operational Closeout

Follow up on confirmed services, reported issues and relevant supplier documentation with the operator.

ASM HOTAC coordination connects crew accommodation, transport and schedule updates with the wider trip support process.

When Operators Use HOTAC Support

Crew accommodation and transport are especially important when timing changes, duty planning is under pressure or the operation moves away from its original schedule.

Use Case	Typical Requirement	ASM Coordination Focus
Routine Layover	Hotel rooms and airport transfers for planned crew rest.	Align accommodation and transport with aircraft arrival, departure and next duty timing.
Flight Diversion	Short-notice crew accommodation and transport at an alternate airport.	Coordinate HOTAC with handling, fuel, permits and recovery support where needed.
Major Delay	Updated crew rest arrangements and revised transfer timing.	Monitor schedule changes and adjust local supplier coordination where possible.
Group Crew Movement	Multiple rooms, room blocks and group transfers.	Support larger crew logistics for charter, cargo, ACMI, seasonal or special operations.
Recurring or ACMI Programme	Repeated crew stays, room blocks, agreed hotel standards and scheduled transfers.	Align forecasted room demand, rotation details, transport timing, billing references and supplier conditions with the operator’s programme.