Group Air: Flying Everyone There Together

Group Air Doesn't Automatically Mean Cheaper Airfare

This is probably the biggest misconception about group flights.

Airlines may offer group programs for qualifying numbers of passengers traveling together, but the requirements and benefits vary by airline.

Depending on the airline and agreement, group arrangements may offer things such as holding space, different deposit or payment terms, or more time to provide traveler names.

But a group fare is not automatically the lowest fare available. Sometimes an individual promotional or published fare may cost less.

That's why I don't want travelers assuming that putting ten, twenty, or thirty people on the same reservation automatically means we're getting a discount. We need to look at the actual options for that particular group.

Everyone Doesn't Necessarily Need the Same Flight

This is especially important with groups whose travelers live in different areas.

One person may be leaving from Philadelphia. Someone else may be closer to Baltimore. Another may be flying from Florida, New York, or somewhere completely different.

Trying to route everyone through the same airport just so the group can fly together can sometimes add unnecessary time, connections, or expense.

Instead, it may make more sense for travelers to use the airports and flights that work best for them and coordinate their arrival times at the destination.

Traveling as a group doesn't have to mean starting the trip at the same airport.

Sometimes Individual Airfare Gives Travelers More Choice

Individual airline tickets may make more sense when travelers want greater control over their flights.

Someone may want to use airline miles or points. Someone may prefer a particular airline. Another traveler may want a specific departure time, seat, cabin, or routing.

Some travelers will happily take a connection to save money. Others will gladly pay more for a nonstop flight.

That's why airfare is one of those areas where I don't believe there is one answer that works for every group.

Pay Attention to Connections

A cheap flight isn't much of a bargain if the itinerary gives you an unrealistic connection.

When comparing flights, I don't look only at the price. I also want to look at the entire itinerary:

How many connections are there? How much time is between flights? Does the traveler have to change terminals? Is there enough time for an international connection? What happens if the first flight is delayed? How late will everyone arrive at the destination? Is there a reasonable backup option if something goes wrong?

Sometimes spending a little more for a better flight schedule is worth it. The cheapest airfare and the best airfare are not always the same thing.

Think Carefully About Same-Day Travel

For a cruise, escorted tour, important group event, or international itinerary, the arrival day deserves extra attention.

If the ship sails at 4:00 p.m., the tour starts that evening, or the group has transportation leaving at a specific time, a flight delay can create a much bigger problem than simply arriving late to a hotel.

Depending on the trip, arriving the day before may be the better choice. It isn't necessary for every vacation, and it doesn't eliminate every possible travel disruption.

But when missing the start of the trip could mean missing a cruise departure, tour, transfer, or other important part of the itinerary, I would rather talk about that risk before we book the flights.

Coordinate Airport Transfers With the Flights

Flights and ground transportation need to work together.

If fifteen people are arriving on six different flights spread across eight hours, one group transfer may not make sense.

If most of the group arrives within a similar window, shared transportation may be possible. Sometimes a few travelers may need separate transportation because their flights arrive much earlier or later than everyone else's.

This is why I want to look at the whole travel day—not just the airplane ticket. Getting there includes what happens after you land.

Know What Your Airline Ticket Includes

The price you first see isn't always the complete cost of flying.

Depending on the airline and fare type, travelers may need to consider checked baggage, carry-on restrictions, seat selection, change or cancellation rules, fare restrictions, upgrades, and meals on certain flights.

Two tickets with the same destination can have very different rules.

Before choosing a fare simply because it's cheaper, make sure you understand what you're actually buying.

Have a Plan, But Expect Travel to Be Travel

Even the best flight plan can't guarantee that everyone will arrive exactly when expected.

Weather happens. Mechanical delays happen. Connections get missed. Flights change. Travel has a way of occasionally reminding us that it did not read the itinerary.

What we can do is make thoughtful choices before departure: allow reasonable connection time, avoid unnecessarily complicated routes when possible, understand the airline's rules, coordinate transportation, and know what the backup options may be.

The goal isn't a promise that nothing will go wrong. It's a flight plan that makes sense before anyone heads to the airport.