As the Hajj season approaches, the aviation industry gears up for one of its busiest times of the year. Hajj, the annual Islamic pilgrimage to Mecca, draws millions of Muslims from around the globe. Coordinating the logistics for such a massive influx of pilgrims is a monumental task involving meticulous planning and execution.

ACW spoke with Priyantha Brito, Executive Director of Procurement and Special Projects at Aviation Services Management (ASM), to shed light on the preparations and challenges.

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Brito emphasized the distinctive nature of Hajj operations. “Hajj operations are unique when you compare them to regular flight operations,” he explained.

“ASM plays a key role during the Hajj project and throughout Umrah services. We have been contracted by several major airlines, both within the region and internationally, to manage ground handling and global check-ins and to serve as a one-stop shop for various elements involved in Hajj flight operations.”

Managing the Flow

Ground handling during Hajj involves several critical responsibilities. ASM acts as the ground handling coordinator, ensuring that all elements of flight operations run smoothly. This includes coordinating charter flights operated by various governments and private airlines.

“We are the ground handling coordinator, the global check-in coordinator, and the one-stop shop for many elements involved in Hajj flight operations, including government advanced passenger information services,” Brito noted.

While passenger handling is a major focus during Hajj, cargo operations are equally critical. ASM is responsible for managing the transport of essential supplies, personal belongings of pilgrims, and other cargo that supports the pilgrimage.

“Our responsibilities include managing the transport of essential supplies, personal belongings of pilgrims, and other cargo that supports the pilgrimage. During Hajj, the volume of cargo increases significantly, including food supplies, medical equipment, and religious items.”

“Our role in cargo operations is to ensure that all items are transported without delay and reach their destinations safely,” Brito adds.

Holy Logistics

An interesting aspect of Hajj logistics mentioned by Brito is the transportation of Zamzam water, a special holy water for Muslims. Ensuring that pilgrims can carry Zamzam water back to their home countries requires careful planning and coordination; without proper and advanced planning, this element can lead to significant complications during the return trip. This task is part of the broader logistical efforts ASM undertakes to ensure a smooth and fulfilling pilgrimage experience for all. 

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“One of the unique and significant aspects of our operations during the Hajj season is the handling of Zamzam water. This holy water is highly valued by pilgrims, and it is a tradition for them to bring it back home. Our responsibility includes ensuring that Zamzam water is carefully transported and handled with the utmost respect and care. 

“We coordinate with airlines and ground handlers to make sure that the water is safely packaged and loaded onto flights. The logistical challenges are considerable, given the volume and the need to maintain the sanctity of the water, but it is an essential part of our service during Hajj. Ensuring the safe delivery of Zamzam water to pilgrims around the world is a task we take great pride in.”

Beyond Hajj: ASM’s Role in the Middle East 

Beyond the Hajj season, ASM continues to play a vital role in ground handling across the Middle East and the rest of the world. Brito explained that ground handling accounts for about 8 per cent of the overall cost for airlines, and for corporate jets, this can be as high as 15-20 per cent. ASM’s comprehensive services include not only aircraft handling but also catering, fueling, and coordination with airport authorities.

During the preparation for Hajj, ASM develops a standard operating procedure (SOP) for each year’s Hajj operations, which is refined based on the lessons learned from previous years.

“We typically develop a standard SOP for every year’s Hajj mission. After each Hajj season, we review any deficiencies or delays, identify their root causes, and develop mitigatory measures for the next year,” Brito explained.

 A notable instance of ASM’s effectiveness was during an emergency diversion of an Airbus 330 to Vienna Airport. “We recently had an Airbus 330 diverted to Vienna Airport for one of our customers. It would have been an absolute struggle without one of our ASM supervisors at the airport because the ground handler did not have enough staff,” Brito recounted. 

The comprehensive planning and execution required for Hajj operations underscore the critical role of ground handling in ensuring a successful pilgrimage. From managing passenger flows to coordinating cargo logistics and addressing unique challenges like the transportation of Zamzam water, the expertise and meticulous efforts involved are paramount. These operations not only facilitate a smooth and fulfilling experience for pilgrims but also highlight the essential nature of ground handling in the broader aviation industry. As the demands of Hajj operations continue to grow, so too will the importance of innovative and efficient ground-handling solutions to meet these challenges.

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