Group Travel FAQ

Most airlines treat 10 or more passengers on the same flight as a group. A few carriers set the bar at 15 or 20 on certain routes, and some low-cost airlines do not offer group contracts at all. Tell us the headcount and route and we will confirm exactly which carriers will quote you.

No. You reserve a seat count first. Passenger names are typically due 30 to 60 days before departure, depending on the carrier. Your agent confirms the exact name deadline in writing when your contract is issued, and reminds you before it falls due.

Deposits vary by airline and route — usually a set amount per seat rather than a percentage of the fare. The deposit takes the seats out of public inventory and locks your contracted price. The balance is then due on a schedule agreed before you pay anything.

That depends on the airline's contract terms, and it differs meaningfully between carriers. We will always show you the deposit and cancellation terms before you commit, so you can weigh a cheaper non-refundable option against a more flexible one. Nothing is paid until you have seen those terms in writing.

Usually yes, subject to the airline still having seats available. Where inventory allows, added passengers are commonly given the same contracted fare. Ask us as soon as you know your numbers are growing — the earlier the request, the better the outcome.

Group contracts typically allow you to release a percentage of your seats without penalty up to a stated date — often around 10 percent. Beyond that threshold, or after that date, cancellation charges may apply. Your contract states the exact figures, and your agent will walk you through them.

Before ticketing, name changes and substitutions are generally straightforward on a group booking — that is a core advantage over individual tickets. After e-tickets are issued, the airline's standard name-change rules apply, which may involve a fee or may not be permitted at all. Send us your final list carefully.

We monitor your booking and contact you directly if the carrier retimes or cancels a flight. Where a significant schedule change occurs, airlines normally offer rebooking options and, in some cases, a refund. We handle that conversation with the airline on your behalf — that is the point of having an agent.

Not always, and we will say so when it is not. Occasionally a promotional public fare undercuts the group rate. What a group contract reliably buys is flexibility: held seats, deferred names, staged payments and seating together. We quote both options side by side so the comparison is honest.

We do not charge a fee to quote your group, and there is no obligation to proceed. Any service fee that applies to a confirmed booking is disclosed in your written quote before you pay — never added at the end.

Yes. Our group quotes are presented per person including airline taxes and carrier-imposed surcharges known at the time of quoting. Government taxes can change between quoting and ticketing; if that happens we tell you immediately rather than letting it surface on the invoice.

Airline group offers carry an expiry date, commonly a matter of days. Your written quote states its own deadline clearly. If it lapses we can re-request pricing, but availability and fare levels may have moved in the meantime.

We request blocked seating for every group booking so your party sits in the same cabin section. Final seat assignment remains at the airline's discretion and can be affected by aircraft changes, but requesting early and travelling on a group contract gives you the best possible chance.

Tell us at quote stage. Sports equipment, instruments, mission supplies and trade-show materials can often be negotiated into the group contract at a better rate than paying at the airport — but only if it is agreed in advance.

Yes. Dietary requirements, wheelchair assistance and other special service requests are logged with the airline when we submit your passenger list. Flag them with your agent rather than leaving them to the airport.

Our helpline is staffed 24 hours a day, every day — +1-888-609-1015. Save it in your group leader's phone before departure. Disruption does not respect office hours, and neither do we.