What Group booking means
Individual bookings need a name for every seat at the time of sale. Groups work differently. A school trip, a pilgrimage, a sports team or a conference delegation may know roughly how many people will travel months before it knows who they are. Airlines therefore let agencies reserve a block of seats under a group name and add the passenger names later.
In a GDS, a group PNR holds the group name and the number of seats rather than individual names. Norwegian's agent instructions, for example, show the group name entry in Amadeus, Travelport and Sabre, and ask agents to request a quote with an SSR. Many airlines handle quotes and servicing through a dedicated groups desk rather than the normal fare display.
Group fares come with commercial conditions that individual fares do not. Typical terms set a minimum group size, a deposit due within a set period, a deadline for names, a later deadline for full payment and ticketing, and limits on how far the group can shrink. Missing a deadline can release the seats automatically, sometimes with no refund.
Exact terms vary widely by airline, market and cabin, and many carriers update them regularly. Agencies that sell groups, including Umrah and Hajj operators, need to track each group's deadlines closely, often in their mid and back-office systems.
How Group booking works
A group booking moves from a seat request to named, ticketed passengers through a series of airline deadlines.
- Request seats and a quoteThe agent creates a group PNR with the group name and seat count, or contacts the airline's groups desk, and asks for a group fare.
- Accept the offerThe agent confirms the quote within its validity, and the airline confirms the seats under its group terms.
- Pay the depositThe agency pays the deposit by the deadline, often by EMD or as instructed by the airline, or the seats may be cancelled.
- Add namesPassenger names and required data, such as passport SSRs, are added to the group PNR before the name deadline.
- Pay and ticketThe balance is paid and tickets are issued by the airline's ticketing deadline.
- Manage changesSize reductions, name changes and split PNRs are handled under the group terms, with fees or forfeits where they apply.
Group booking in practice
Verified group terms (check current terms before booking):
| Term | British Airways (UK groups terms) | Singapore Airlines (UK IATA agents, groups confirmed from 15 Dec 2023) |
|---|---|---|
| Minimum size | 10 in World Traveller and Euro Traveller; 7 in premium cabins | 10 Economy; 7 Premium Economy or Business; 5 First/Suites |
| Deposit | 20% of the fare or GBP 20, whichever is greater | 10%, due 30 days after confirmation if departure is over 90 days away |
| Names due | At least 2 weeks before departure | At least 42 days before departure |
| Payment or ticketing | Full payment at least 8 weeks before departure | Tickets issued at least 7 days before departure |
British Airways warns that missing the naming date leads to automatic cancellation without compensation, even if full payment was made.
Who uses it
Advantages and limitations
Advantages
- Secures seats for large parties before every traveller's name is known.
- Group fares can be more predictable than individual fares for the same dates.
- One group PNR keeps the whole party on the same flights.
- Airlines' groups desks offer a single point of contact for quotes and changes.
Limitations
- Deposits, size reductions and late changes can mean forfeited money.
- Missing a name or payment deadline can cancel the group's seats.
- Terms differ by airline, market and cabin, and change over time.
- Group PNRs often need manual handling by the airline's groups team.
Frequently asked questions about Group booking
How many passengers count as a group booking?
It depends on the airline and cabin. Ten passengers is a common threshold in economy, while premium cabins can have lower minimums. British Airways uses 10 in its economy cabins and 7 in premium cabins, and Singapore Airlines uses 10 in Economy, 7 in Premium Economy or Business and 5 in First or Suites.
When do names have to be given for a group booking?
Each airline sets a name deadline in its group terms. British Airways' UK terms require names no later than two weeks before departure, while Singapore Airlines' UK terms for IATA agents require names 42 days before departure. Missing the deadline can lead to the seats being cancelled.
Can names be changed on a group booking?
Usually yes, within limits. British Airways allows free name changes before tickets are issued and charges GBP 50 per change afterwards. Singapore Airlines' UK terms permit name changes and corrections after ticketing for a fee. Always check the group's contract, as some fares restrict changes.
What happens if a group gets smaller after the deposit is paid?
Group terms normally limit reductions. Under British Airways' UK terms, money paid for released seats is lost, and if the group drops below the minimum size the remaining passengers pay the published fare. Other airlines allow a percentage reduction until a set date. The exact rule is in each airline's group conditions.
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