Group Airfares II
How to handle your group after booking
Avoiding problems with your group flight
Here you find step-by-step instructions that help make your group airline travel go smoothly. You learn how to avoid problems with group flights.
When you have reserved your group —
Print out confirmation copies for each member of your group. They need these to show to airport security and to show to their airline if there are computer problems.
If using the low airfare strategy in Group Airfares I, immediately bid for your next small group and continue until you have confirmed everyone.
Contact your airline
Once everyone is booked, call your airline(s) to request seats. In most cases, your airline will confirm seat numbers and indicate in its records that passengers are traveling together. It is easier to call instead of trying to do this online.
At this time, you may give special meal requests for longer flights and alert the airline to passengers with special needs.
Ask the airline its policies on identification for minors and the age limits on these. Also ask what paperwork you need for children not traveling with their parents or guardians.
These policies vary by airline and are so very important that we ask you to call again and reconfirm these prior to traveling. You do not want someone left behind because you were given outdated information.
Check in times - general and boarding area
Ask your airline its suggested check in time. This varies by airline and airport.
This time may (probably will) seem excessive, but it is best to be very conservative post 9/11 and allow an ample cushion for unexpected delays getting to the boarding area.
Also, ask when travelers have to be at the boarding gate.
Airline times vary, but this requirement helps flights depart on time. Passengers late to the gate may lose their seats to stand by travelers.
For the sanity of the group leaders, warn travelers that the group will not wait for laggards. Everyone should go through security individually upon arrival at the airport and then meet at the departure gate. You may have to deal with travelers who say, "I get on flights every time arriving just 30 minutes prior," but let them face the possible consequences of their decisions, not the group as a whole.
Note: You may need to restrain some of your travelers who seem as if they might drink too much while waiting for the plane to depart. The happiness of going on a trip or just nervousness pulls people into situations where they can be denied boarding. More than ever, airline staff monitor behavior in the boarding area.
Luggage
Ask travelers to have their home address both inside and outside of carry on and checked bags. They should find tags for this at airport counters.
If possible, persuade everyone to pack lightly and not to check luggage. This makes one less thing that can go wrong. (Approximately one out of 200 bags gets delayed or lost.)
If you do check, use curbside check in (if available) to save time standing in the longer lines inside. However, be sure no one checks prescription drugs and other vital (or valuable) items.
Airport identification
Many airlines allow you to print your boarding passes on your computer. Use your airline's Internet site in this way to save time at the airport.
Go over the identification needed with each group member and her or his parents. For adults traveling in the U.S. a passport, or driver's license, or photo id issued by a state department of motor vehicles works. Travelers also need to bring a copy of their flight confirmation.
Try to avoid your group having situations such as when someone reserves under her current name but shows up at the airport with identification that shows her former married name. These people may be refused travel.
Travelers to Canada or Mexico need proof of citizenship.
You used to cross easily into Canada with just a drivers license, but now U.S. citizens need a driver's license that has their photo PLUS an official copy of their birth certificate with seal. Of course, a U.S. passport works instead. Citizens of other countries should check their requirements.
Officially, a passport is not needed for Americans to fly into Mexico, but we know someone who was denied boarding because she did not bring one.
Reconfirm, reconfirm again
A week or so prior to your trip, reconfirm flight times and numbers. You can usually do this online with your airline. More often than not times have changed.
In general, group leaders should be the ones interacting with the airline. Otherwise, passengers may interfere with each other's seat assignments and even with the reservation itself. Your travelers can switch seats easily once on the aircraft.
On departure day (or the evening prior if leaving early) once again reconfirm times before departing for the airport. If a flight has been cancelled or changed, you want to deal with this as early as possible.
Have a great trip—a smooth trip—and use part of your savings for some special treats!
Group hotel rooms?
If you plan on two persons per room, you can use Hotwire.com and Priceline.com Hotels
for often-incredible hotel discounts. Click here to learn how to bid on hotels and resorts. Youth groups may not work as well because Hotwire and priceline hotel rooms may not be large enough to fit more than two people.
Go to Group Airfares I - Big savings on group airline tickets
