Discover the Art of Group Travel - Tailored, Effortless, Unmatched
Find the best deals on flights with personalized travel support.
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Discover the diverse range of groups we cater to. From student trips to humanitarian missions, we provide tailored travel services to meet the unique needs of every group.
Best Ways to Save
Book Early – If you have an upcoming trip, touch base with your agent as soon as possible. As seats fill up, prices will rise, so booking early can definitely save you money.
Be Flexible – Group travel rates are based on how full the flights are. So, checking another date, time or airport may open up flights with more availability & thus, lower airfares. So, let your travel agent know if your plans are flexible.
Dedicated Account Manager
Experience seamless group travel, expertly handled by our dedicated managers who specialize in all aspects of group contract negotiations and planning
Group Flight Booking Process
Many people think that booking group flights is just like purchasing individual airline tickets. On the contrary, not only is the pricing different, so is the booking process. So, it’s important to have an advocate with buying power that will negotiate the best group airfare & contract terms for you.
Request a quote by contacting your agent directly or submitting an online quote request. Seats for 1-9 passengers must be paid in full at the time of booking, but group space can be contracted & held for several months with only a deposit. To secure the lowest cost for your group, Air Service Desk will negotiate with our dedicated airline representative & give you a quote on confirmed group space. That means that the airline is contractually obligated to that base fare & in some cases, even the fuel cost. Typically, deposits are due within a week of booking space & final names/payment are due 45-60 days before travel. Deadlines can often be negotiated prior to going to contract. Just let us know the needs of your group!
FAQ's
Quick answers to common questions
How many people do you need to book as a group?
The number of people required to book airline tickets as a group contract typically varies depending on the airline, but the minimum is usually around 10 passengers.
How far in advance should I book a group flight?
The ideal booking window for a group contract flight depends on the airline’s policy and your travel destination. Here’s a general guide:
- Domestic flights (US & Canada): Airlines typically allow bookings for group contracts within the US and Canada up to 240 days before departure.
- International flights: Booking windows for international flights can be even longer. For instance, some airlines might allow booking for Europe up to 331 days in advance.
Why is group fare more expensive than published fare?
When using an Online Travel Agency (OTA) like Expedia, Orbitz, or Kayak, your search is typically limited to 6-8 passengers, and you are shown the lowest published fare available for that group size. As seats are booked, the remaining passengers may be moved to higher fare classes. Group airfare is often priced at either the highest fare class that can accommodate your group size or a blended average of all fare classes between the lowest and highest.
Fly your group by booking group airfare 6-9 months before travel can result in lower total costs because you lock in the rate when it’s at its lowest. If group members were to book individually over time, the total cost is likely to be higher as individuals wait to buy closer to the departure date when prices increase dramatically.
Can I cancel my Trip?
Cancellation policies vary by airline. Typically, airlines allow you to cancel your group trip with a full refund of your deposit, less any applicable fees, 60-90 days before your trip’s departure date. After the final payment, made 30-45 days before your initial travel date, payments are usually non-refundable, but the airline may offer a change of flight credit. Specific policies will be outlined in the review screens before you complete your group trip booking.
Are Deposits Refundable?
Airlines vary in their refund policies. Some airlines offer a full refund if the trip is canceled before the utilization date, while others may deduct processing fees. A few airlines, like Southwest, have a non-refundable policy. The utilization date is typically set 60-90 days before the first departing flight in your group itinerary and is the deadline to cancel your trip to receive refunds on your deposit. However, some airlines do not refund any portion of the deposit once the trip is booked. These policies are visible as you book your group trip.
Some of our Traveler's want to travel back separately, Is this possible?
Many airlines permit deviations, allowing a subset of travelers to return on separate flights as long as most of the initial group returns on the same itinerary. Some airlines also allow a subset of travelers to depart separately but return on the same itinerary. Policies vary by airline. To explore these options, request a custom trip so one of our agents can assist in finding the best airlines to meet your needs.
Can I change the name on my ticket, or can someone else travel instead of me?
In a group booking, most airlines allow you to make a name change at least 72 hours before departure, subject to a fee. Please contact our customer service for detailed assistance and potential costs involved.
What is the reason for the booking fee?
Historically, group customers would reserve space across multiple airlines with minimal intention of the group actually traveling. Airlines implemented the booking fee to mitigate the impact of these frequent cancellations.
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Why Choose Air Service Desk?
At Air Service Desk, we specialize in making travel seamless and stress-free. From flight bookings to curated travel experiences, our dedicated team ensures every journey is memorable. Trust us to handle the details so you can focus on the adventure.
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Whether you’re planning a vacation, booking a business trip, or organizing group travel, we’ve got you covered. Our services include flight bookings, hotel reservations, and personalized itineraries, all tailored to your needs.