Group reservations qualify for the following benefits:
Group reservations for a specific trip (confirmed dates, flights, origin, and destination) are governed by an agreement. Agreement terms typically include: (see sample agreement)
Reservation Window: Generally, 10 to 11 months in advance. The entire itinerary must be completed within this period.
Base Fare: The base fare is the actual price of the airfare. It does not include taxes, fees, security charges, fuel surcharges, or any other fees.
Guaranteed Fare: The base fare amount is guaranteed until ticketing if all group rules are met.
Deposit: A deposit is required to hold the reservation and guarantee the base price until ticketing. For more information see Group Deposit Rules.
Deposit Deadline: This is the last day to pay the deposit or the reservation will be canceled. The date varies by how far in advance you are making your reservation. Use TripHub's tools to remind your group members of the deposit deadline. For more information see Group Deposit Rules.
Deposit Handling: Some airlines will apply the deposit to the price of the ticket. Others will refund the deposit after ticketing is completed.
Deposit Form of Payment: Most airlines will accept only one credit card or check for the entire deposit as well as the final payment. If this does not work for your group, purchase your tickets individually.
Name and Ticket Deadline: This is the last day to provide names and pay for tickets or the reservation will cancel and penalties will apply. The deadline varies by airline, but is generally 30 days before travel. Use TripHub's tools to remind group members of these deadlines and to collect and generate a passenger name list.
Name Changes: Name changes are normally allowed. Some airlines charge a fee depending on when the changes are made.
Cancellation without Penalty: Timing varies by airline. Usually reservations must be canceled prior to the deposit deadline in order to avoid penalty.
Utilization: This is the number of passengers for whom a deposit has been paid and who must travel in order to meet the group rules. Most airlines allow for unexpected cancellations of up to 10% without penalty. Example: 100 passengers deposit for a trip. Only 90 of the group actually travel. There is no penalty as 90% did travel. If only 80 of the group traveled, then penalties would apply.
Penalty: If the group does not meet the utilization requirement, the deposit amount is forfeited for those passengers not traveling. If the group falls below the minimum group size, the entire deposit is forfeited. At the point in time that the group falls below the minimum number of passengers, all existing tickets must be reissued. The deposit amount will be deducted from the value of that ticket, change fees may apply, and the remaining value will be applied to the new individual airfare that each passenger must pay.
Exceptions or Deviations: Some airlines allow exceptions for passengers to travel individually on their return. Use TripHub's group communication tools to identify group members who may have different return travel plans.
Peak Travel and Blackout Dates for Discounts: Most airlines allow groups to travel at any time. However, during peak and holiday travel periods, fares will be higher, deadlines may be more restrictive, and space more limited.