Group Travel Booking Tips
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Group Travel Booking Tips
You’ve probably had that moment when you’re responsible for organizing your next corporate holiday. You have to deal with group bookings such as flights and hotels for a large group. Here are our group travel booking tips. Managing group travel and business travel can be a daunting task. Between everyone’s different accommodation requirements, finding travel dates that suit everyone, finding the best hotel rates, flexible tickets, and searching the internet for the best travel package deals or special offers, it can be overwhelming.
What is a group booking on airlines?
Airlines classify a group booking as any request for 10 or more seats with the same carrier, route and date. However, each airline differs in what they consider the minimum amount they offer for group fares.
This all depends on the time of year you decide to travel as it will be affected by market conditions, major events taking place – for example, the Olympics – and current demand for your specific flight.
Different airlines will have different rates and benefits for you depending on your specific group booking requirements.
Do group bookings get special discounts?
Airlines don’t necessarily offer special rates when it comes to groups. What they do offer is a guarantee that everyone in your group will get the same flight and they will guarantee the same fare for the entire group, ensuring there are no surprises or price fluctuations.
One key thing to know is that most airlines don’t offer group rates directly to individuals, only to travel agencies. This means that if you book yourself you won’t benefit from the group rate and you won’t have the flexibility when it comes to making the many changes that groups often require.
Booking individually also means there’s no guarantee that everyone will get on the same flight. Additionally, most airlines don’t spend a lot of money on free cancellation, so you’re limited to those specific dates, times, and passengers.
On the other hand, with a group booking negotiated with the airline, they usually give you time to make changes. It varies from airline to airline, but typically, you’re allowed to add or remove 10% of passengers up to a month in advance, and you don’t have to give their names at the time of booking, which is very helpful.
Booking group flights can also become a tedious and time-consuming process as it requires more time to process and expert knowledge to ensure that the correct arrangements, terms and conditions are in place for the group.
Why are group flight bookings sometimes more expensive?
Group flight bookings also come with a set of special travel conditions to ensure that last-minute cancellations, or even strange air traffic disruptions, can be sorted out smoothly for your entire group; ensuring that there is a solution for all passengers at the same time and on the same terms.
While the airline is committed to getting your entire group on board, they also need to ensure that they keep their costs under control as a group cancellation can translate into a number of unsold tickets for a flight that they may struggle to resell. Because of this, the airline will calculate an average price for everyone in your group, and this can seem more expensive than if you added up multiple individual bookings.
What else do companies need to know when booking group travel?
When organizing group bookings for flights, it is important to know the airlines’ group booking criteria in advance and what they classify as a ‘group’.
The rule of thumb is that there must be at least ten passengers on the same flight for a booking to be considered a “group” booking.
If there are fewer than ten passengers, the group criteria will not apply, in which case your best bet is to book individually.
How do you handle groups coming from different origin locations?
If you are planning a large number of people to attend a conference and they are from different locations. It is best to send out a form asking everyone where they are coming from and how long they will be staying. Then sort through these responses and group people together based on location and date.
How long does it take to book a group flight?
It can take anywhere from three days to three months. Of course, three months is the maximum, such as for conferences and large events with many attendees and speakers.
How can you simplify group booking?
The best thing to do is to get all the information in advance – especially since you will often get better rates (especially with hotels) when you book in advance.
Try to ask questions proactively. Don’t stop at knowing the location of the hotel. Find out exactly what neighborhood and style the hotel is in, such as modern or boutique. Remember, the larger the group, the longer the logistics.
Also try to get advance approval for bookings, especially with upcoming trips.
If you take too long to book, it can be a waste of money. So always make sure to get as much information as possible and get advance approval if necessary. But for most trips, you can offer them options and let them decide before they finally book.
Common Group Booking Mistakes
A few common mistakes we see when people try to make group bookings without help are:
- Not planning far enough in advance, which results in limited availability and higher prices
- Failing to communicate effectively with group members and set appropriate deadlines
- Ignoring important details like room configurations, meal preferences, or transportation needs
- Not seeking professional advice
- Having too many people organizing the same booking/event
- All of these mistakes are easily avoidable, but people don’t know
- They are the ones who make them in the first place.
Additional reservations when preparing to receive a large group
If you are preparing to receive a large group for a conference or seminar. You have completed an airplanes tickets reservations. You will still have a number of other important tasks, such as:
Hotel reservations
You must be careful to collect the correct information to be able to book the appropriate hotel. Such as the company’s budget, the number of guests and their special requirements, the location of the event they are coming to attend, the extent of the need for transportation, the number of days of stay….. etc.
Learn about: Steps to book hotels for large groups
Booking transportation
If the number is large, do you prefer to travel by bus or private cars. Many details determined by the budget of the company hosting the event.
This article will help you decide whether to rent a bus or a car for large delegation groups
Restaurant reservations
Delicious food and great hospitality can be an addition to the guest experience. Booking distinctive restaurants that offer a variety of options to suit different tastes is important. It is also important to make sure that their location is suitable for the hotel or event venue. It reflects Saudi culture and highlights its identity and its well-known hospitality.
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