How far in advance should you book group flights?
When booking group flights, planning early is always recommended - but how early are we talking?
Well, the truth is that there is no correct answer. However, if you want to secure the best deals on your group flights and give yourself plenty of time to work out the finer details, then the earlier the better.
So, to help make sure you get the right flights for the best price, here’s a general guideline on how far in advance you should book group flights.
Book nine to 12 months in advance
We recommend giving yourself at least nine months’ notice to book your flights, though closer to the 12-month mark would be advised, especially if you’re visiting a popular destination or hoping to go during peak travel times, such as Christmas, summer or major public holidays.
This is because flights get booked quickly, and prices rise fast the more people show interest.
The size of the group can also impact when you book your flights. For smaller groups, you may have more flexibility with booking closer to the travel date, and by smaller groups, we mean around 10 to 15 of you.
But for larger groups of 20 or more, you should aim for the earlier side of these windows (around nine months) since securing a block of seats like this can be far more challenging.
Other handy tips for booking group flights
There are a couple of other ways you can make your group travel planning easier, as well as booking your flights far enough in advance. With that in mind, we thought we’d share a few handy tips when booking group flights:
Book during off-peak times (where possible)
If you can, it’s best to avoid booking during peak travel seasons like holidays or major events because these flights can be trickier to secure for large groups, and they are often more expensive.
If you cannot avoid this due to the nature of the trip, that’s OK, but simply choosing a day on either side of peak travel times or even a slightly more inconvenient flight time (we’re talking 3:00 AM take off) can help to cut costs.
Work with a group flight consolidator
Group flight consolidators like BTG Travel Management typically have access to the best flight times and deals. Not only this, but they will handle the logistics of your group flight booking, taking some of the stress out of planning your trip.
You’ll also have a dedicated representative on hand to advise you, fill out the details, assist with any issues or changes and help you manage the payments.
Get any special requests in early too
Group seating arrangements can be tricky. If you want your group to be seated together, you may need to inform the airline early or ask your group flight travel agent to do this for you.
The same applies to notifying the airline of any special needs or requests you may have, such as dietary restrictions, accessibility requirements or sports equipment, as these may need advance approval.
The sooner you can coordinate these special requests after booking, the more likely you are to get them approved.
Look for flexible payment terms and organise your payments efficiently
Depending on the airline and whether or not you book through a flight consolidator or group travel agent, payment plans can differ. Some airlines may require a single payment for the entire group, while others may let you set up individual payment plans.
Before you book your group flights, think carefully about how you’ll organise your payments so you can choose an airline or flight specialist that offers the right payment plan for you.
It’s also a good idea to set a payment deadline for all group members if you aren’t collecting their full payment upfront.
If you’d like to know more about how BTG Travel can help you book group flights, get in touch today. Whether it’s a school trip, corporate getaway or any other large group booking, our team is always on hand to help and offer advice.