How Catering Works Through an FBO

In private and charter aviation, catering is rarely as simple as placing a food order. Most inflight meals are coordinated through a Fixed Base Operator (FBO), which serves as the central hub between flight crews, catering providers, and the aircraft itself. However, how catering is handled can vary widely depending on the FBO, the airport, and the location.

Understanding the FBO’s role helps set realistic expectations and ensures catering is ordered efficiently.

The Role of an FBO in Aircraft Catering

An FBO’s primary responsibility is aircraft handling, not food service. Their job is to support flight operations by coordinating fueling, parking, ground services, and crew needs. Catering is typically a secondary function, which is why most FBOs do not actively place catering orders on behalf of flights.

Instead, FBOs act as a logistical hub. They receive catering deliveries, store orders when possible, label them by aircraft tail number, and ensure the correct order is handed off to the right crew.

This handoff role is critical, even when the FBO is not involved in placing the catering order itself.

How Catering Is Typically Ordered Through an FBO

In most cases, catering is ordered directly by the operator, dispatcher, or passenger through a catering provider. Once the order is placed, the caterer coordinates delivery timing with the FBO handling the flight.

The FBO then:

• Receives the catering delivery

• Stores it if refrigeration is available

• Labels it under the correct tail number

• Coordinates pickup with the flight crew

This process allows crews to focus on flight preparation rather than tracking down food deliveries.

When FBOs Provide Catering Recommendations

Some FBOs will offer local catering recommendations, but this varies significantly.

In many locations:

• FBO staff may suggest two or three local caterers

• Recommendations often depend on individual employee experience

• Suggestions can vary by shift or staff member

In larger markets, FBOs may have familiarity with several catering providers. In more rural or less served locations, staff may not have established catering contacts at all, which can make sourcing food more time consuming.

Calling an FBO for catering referrals can sometimes involve:

• Waiting for staff availability

• Calling multiple suggested vendors

• Discovering limited menus or no availability

This variability is normal and reflects the fact that catering is not a core FBO service.

Why Catering Is Often Not a Priority for FBOs

Catering coordination is typically not a primary responsibility for FBO teams. Staff are focused on ramp operations, fueling schedules, and aircraft movement. They are not affiliated with catering companies, and they generally cannot leave their post to source food or manage detailed menu requests.

For this reason, many FBOs prefer to:

• Provide referrals rather than place orders

• Receive catering once it’s ordered

• Ensure proper handoff to the crew

This approach keeps operations running smoothly while avoiding conflicts or delays.

When an FBO Does Handle Catering Directly

In some cases, an FBO may offer to handle catering directly. This is less common, but when it happens, the FBO typically:

• Places the order on behalf of the flight

• Coordinates directly with the caterer

• Manages delivery timing and logistics

When this service is provided, the FBO will usually add a coordination or handling fee to cover the additional work. This option can be convenient, especially for crews short on time, but availability and pricing vary by location.

Ordering Catering Directly vs. Through an FBO

There is no single “right” approach, it depends on the flight and the location.

Ordering catering directly allows:

• More control over menu selection

• Faster communication with the caterer

• Clearer pricing and availability

Having the FBO handle catering can:

• Reduce coordination steps

• Simplify logistics

• Add convenience, often at an additional cost

In both cases, the FBO’s role remains the same at delivery: ensuring the correct order reaches the correct aircraft.

The FBO as the Central Hub

Regardless of who places the catering order, the FBO functions as the final checkpoint. Their role is to:

• Verify deliveries

• Label orders accurately

• Coordinate storage when possible

• Hand catering off to the appropriate crew

This hub-and-handoff model is what allows inflight catering to function smoothly across thousands of airports, even when ordering processes differ.

FBO Catering and Inflight Catering Providers

Catering through an FBO is less about who orders the food and more about coordination and execution. Because practices vary by location and staffing, understanding the FBO’s role helps crews and operators plan more effectively and avoid last-minute surprises.

Experienced inflight catering providers work with FBOs regularly, understanding their limitations while ensuring food is delivered on time, labeled correctly, and ready for onboard service.