Considerations for Purchasing Group Airline Tickets

Whether you’re planning a business trip or booking airline tickets for leisure, there are several considerations for purchasing group airline tickets. To simplify the booking process and purchasing experience, let’s explore the considerations for purchasing group airline tickets to suit your needs.

For Business Travel: Contact Travel Management Experts

When purchasing group airline tickets for business trips, contacting airlines or calling reservation offices to purchase tickets is not a practical solution. In addition to being time-consuming, these methods won’t guarantee you the best airfare deals.

Looking for the best group travel prices? Contact our delegation management experts. This not only helps you save money, but it also simplifies the entire process of purchasing executive group airline tickets.

As a comprehensive solution, we offer a range of features to facilitate seamless business travel. In fact, our group booking service handles every step of the process, without neglecting any of the hassle.

With a group booking solution, travel managers and travelers benefit from:

• No need to switch between airline booking portals and accounting systems, including integrated travel policy and approval flows.
• Negotiated ticket prices based on your business needs, regardless of your travelers’ destination.
• A unified booking and expense management process.
• Integration with existing loyalty programs.
• Flexible and transparent cancellation policies.
• 24/7 business travel assistance.

Buy flight tickets directly from the airline

Whether you’re traveling for business or leisure, you can also purchase group tickets directly from major airlines like Saudia.

Before deciding which airline to fly with, contact a few airlines to compare prices and policies. While some airlines offer discounts for group flights, their policies may be more stringent for group bookings. Some airlines also offer fixed-price tickets that you can use as often as you like for a limited period.

However, purchasing group tickets directly from airlines is a very time-consuming task and may not be as cheap as you expected. Additionally, you’ll need to double-check that they fully accommodate group bookings and manually add each passenger’s details.

Use a comprehensive travel search engine

You can also use comprehensive travel search engines to find good deals on group airfare. These engines allow you to enter your desired travel dates, departure and arrival airports, and the number of passengers. Some even allow you to specify whether you’re looking for group airfare or group travel options. You can also enable price alerts through these engines to track price fluctuations and help you book flights when prices drop.

However, this option is very manual, doesn’t guarantee that all passengers will travel together or at the same price, and may include various additional fees. Furthermore, these platforms are third-party and lack the ability to help with any issues that may arise. This means you still have to contact the airlines directly, which can lead to a poor customer experience.

What information do I need to gather?

Booking group business airfare through a travel management platform is very easy. To expedite the process and reduce errors, gather the following passenger and travel information in advance:

Number of Travelers

Before you begin, confirm the number of passengers traveling and ensure that all passengers will be traveling on outbound and return flights to ensure you purchase tickets for the appropriate number of passengers and avoid unnecessary expenses.

Travel Dates and Times

Before booking group business tickets, you should confirm the exact travel dates and times. Remember that if you are booking international flights, you will also need to consider time zone differences.

Traveler Information

Ask for the full names of the passengers and ask them to confirm that they match the names on the ID they plan to travel with. Additionally, to improve communication regarding travel updates and information, ask each passenger to provide you with their phone number and email address.

Departure and Destination Information

Booking executive group tickets is easy when the entire group departs from and arrives at the same destinations. However, if some passengers have different plans, such as not taking a return flight, you will need to note this before purchasing the tickets.

Seating Options

Are you booking Business Class, Premium Economy, or First Class tickets for all passengers? You should also specify details of any special requirements. Ask passengers to provide information about any special needs they may have, such as special needs, dietary restrictions, or the need for onboard assistance.

Payment Details

Determine the payment method for the group booking and check if any credit cards are compatible with frequent flyer programs. If you are traveling for leisure, this may involve collecting payments individually from each passenger or designating a person within the group to handle the payment.

Additional Article for more Group Travel Booking Tips

Take Advantage of Group Discounts and Negotiate Prices

Group discounts may not always be obvious, but many airlines and travel agents offer special offers for groups exceeding a certain number of passengers (usually 10 or more). Don’t hesitate to negotiate prices, especially if your flight has flexible dates or is off-peak. You can also request an additional discount if you combine your ticket booking with other services, such as accommodation or airport transfers.

Plan Ahead and Avoid Close Dates

Booking early is key to securing the best prices and avoiding seat shortages, especially for large groups. It’s best to start making arrangements 3 to 6 months before your travel date, as ticket prices increase closer to the date, and adjacent seats may not be available for everyone. If the trip is related to a specific event (conference, exhibition), advance planning ensures a smooth experience.

Check the Amendments and Cancellations Policy

Groups may need to adjust travel dates, add new passengers, or cancel some tickets. Before booking, check the airline or group size platform’s policy regarding:

• Fees for changing dates or names.
• The possibility of splitting the group onto different flights while maintaining the discount.
• Refund terms in the event of an emergency cancellation.
• Be sure to document these terms in writing to avoid disputes later.

Assign a person (or team) to manage group bookings

For large trips, it’s recommended to designate one person (or team) to coordinate the booking process, collect, and update data. This ensures:

• Accurately consolidates passenger information (such as passport names).
• Distributes tasks such as assigning adjacent seats or coordinating arrival times.
• Centralize communication with the airline in case of schedule changes.

Organize flight details and send them to passengers

After booking your tickets, organizing your flight details and sending comprehensive emails to passengers is a crucial step to ensure effective coordination. Follow these steps:

• Prepare a consolidated list of essential details: such as flight numbers, departure and arrival times, airport information (departure terminal, gate), and online check-in links.
• Attach necessary documents: such as your flight ticket, boarding pass (after it has been issued), and any travel requirements specific to your destination (such as visas or health certificates).
• Determine a meeting point: If the group is traveling together, designate a clear meeting place several hours before departure.
• Use pre-made email templates: To consolidate messages and avoid errors, personalize each email with the traveler’s name and ticket number.
• Include emergency contact information: such as the phone number of the tour operator or airline representative for final inquiries.
• Send emails well in advance of the flight (48-72 hours), with a subsequent reminder 24 hours before departure.
• Ask travelers to confirm receipt of details and report any comments before the flight.
• Use clear mailing addresses such as: “Trip details [destination] – [date] – please check immediately.”

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