Case Study
In preparation for a major terminal expansion, Kelowna International Airport (YLW) engaged Vantage Group’s Advisory Services team for their expertise in Operational Readiness and Airport Transition (ORAT), which helps ensure all stakeholders are prepared to operate, manage, and support new facilities from day one.
Drawing on more than three decades of experience supporting complex airport transformations, Vantage developed a tailored ORAT framework to guide YLW planning, stakeholder engagement and decision making. The objective was to create a plan and task sheet that ensured a safe, seamless and successful transition to the expanded terminal. This was made possible, in part by, delivering an ORAT Plan, as well as an ORAT task sheet, which provided YLW with over 120 tasks in a phased approach, providing detailed actional items and associated risk levels to complete, up to opening day and into the stabilization period to ensure a successful opening.
Through close collaboration with YLW leadership and stakeholders, the ORAT team established an approach that leaned on the airport’s existing strengths to help them successfully integrate new screening technology, expanded passenger areas, and enhanced aircraft boarding capabilities.
As a vital regional hub in British Columbia, YLW plays a central role in connecting communities, tourism, and business travel. Its terminal expansion represented a significant step forward, including:
These upgrades were essential to accommodate growing passenger volumes and improve the overall travel experience, but they also introduced considerable operational complexity, as YLW had to execute the transformation without disrupting daily operations.
Success therefore depended on seamless coordination across a wide network of stakeholders, including airlines, regulators, service providers, and internal teams, and a clearly-defined approach to ensure all teams were prepared to fully operate the facilities immediately.
ORAT functions as the bridge between development and operations, closing the gap between construction activities and the moment the facility becomes fully operational. With the right ORAT approach, airports can launch with confidence, minimize disruption, and deliver a seamless experience from day one.
Our Advisory Services team customizes its approach to each facility’s needs. At YLW, the team began with a series of collaborative workshops, facility assessments, and a comprehensive gap analysis spanning more than 130 operational functions.
From there, a shared vision emerged: To deliver a seamless terminal expansion that enhances operational capability while preserving the collaborative culture and service excellence that define YLW.
To bring this vision to life, Vantage recommended a six-phase ORAT framework which served as a roadmap to transform high-level strategy into clear and actionable steps:
The Advisory Service’s team’s first step was creating a coordination framework built on YLW’s existing collaborative process. The planning process covered everything from risk-informed planning and governance to stakeholder engagement and performance tracking, providing Management with the strategic and operational tools needed for confident execution.
In a multi-stakeholder environment, effective communication was critical. To ensure everyone received relevant information throughout the transition, we developed a strategy that focused on key objectives: operational readiness, reporting, community confidence, and stakeholder alignment.
Comprehensive training is integral to ensuring all staff and stakeholders are prepared for the systems, procedures, and operational changes being introduced. Building on YLW’s collaborative learning culture, our team introduced a training framework to prepare programs and employees for the complexity of new facility operations.
The most critical phase of an ORAT deployment is the moment when plans and procedures are put to the test. This stage represents the ultimate proof-point of readiness, determining whether the terminal can open safely, operate efficiently, and deliver a seamless experience for passengers.
Although this project did not involve a full terminal relocation, it introduced critical operational changes, including new CATSA+ screening areas, reconfigured passenger flows, and updated amenities, positioning YLW for a successful relocation strategy while preserving daily operations.
The final planning phase focused on the high-stakes period between substantial completion and live operations. To prepare for this phase, the team established processes to support real-time decision-making, rapid issue resolution, and intensive cross-team coordination.
On opening day, three components needed to come together seamlessly: final operational readiness, stakeholder alignment, and regulatory and safety compliance.
The Advisory Services team recommended implementing a centralized coordination hub modeled after an Emergency Operations Center (EOC) that helped improve real-time visibility, streamlined communication between stakeholders, and prioritized rapid issue resolution, flexible configuration, and role clarity and preparedness. These measures ensured that opening day operations were controlled, coordinated, and responsive to any unforeseen challenges.
Communication is one of our core responsibilities. . We are the liaison between stakeholders like airlines, government agencies, and vendors. With so many individuals building and operating a facility, the challenge is aligning everyone’s unique visions of what the final product should be. We’re in a unique position to bridge those conversations and advocate for stakeholders, whether it’s a new technology or design idea.
The successful delivery of the ORAT plan marks a significant milestone for YLW and sets the stage for future expansion.
Beyond the immediate transition, the ORAT program established a repeatable framework for stakeholder engagement, training, and operational coordination. This foundation will support YLW as it continues to grow and evolve in the years ahead.
The impact of this work extends beyond a single project phase. By aligning people, processes, and infrastructure, YLW has strengthened its ability to scale with confidence, ensuring it can continue to serve the region with reliability, efficiency, and an enhanced passenger experience.
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