1. Definition of a Group Booking
A "Group Booking" is defined as a reservation of ten (10) or more passengers traveling together on the same flight itinerary on at least one flight segment, as governed by airline group tariffs and standard airline group regulations.
2. Quotations and Price Locks
- All initial quotes provided via email, phone, or website are subject to airline seat availability at the time of official block confirmation.
- Fares are guaranteed once the required group deposit has been processed and accepted by the operating airline.
- Government taxes, fuel surcharges, and airport security levies are determined by governing authorities and are locked upon final ticket issuance.
3. Payment Schedules and Deadlines
Group booking contracts adhere to strict airline-mandated milestone schedules:
- Initial Deposit: Due upon contract execution to secure flight seats.
- Passenger Manifest / Name List: Due typically 30 to 45 days prior to scheduled departure.
- Final Balance Payment: Due simultaneously with the final passenger manifest. Failure to remit final balance by the specified deadline may result in automated seat cancellation by the carrier.
4. Passenger Names & Identification Responsibility
The group leader or booking agent is responsible for ensuring that all traveler names submitted match the official government photo ID or passport exactly. Misspelled names may result in boarding denial or airline reissue fees.
5. Baggage Allowances & Special Requests
Baggage policies (carry-on, checked bags, sports equipment, musical instruments) vary by carrier and fare class. We negotiate group baggage allowances when requested; however, individual airline baggage terms apply at airport check-in.
6. Changes & Itinerary Adjustments
Flight schedule modifications initiated by travelers after ticket issuance are subject to airline change penalties and any applicable fare differences. Schedule changes made by airlines will be communicated promptly with suitable alternatives.
7. Travel Insurance & Advisory
We strongly recommend comprehensive group travel insurance covering unexpected flight interruptions, medical emergencies, and luggage delay. Passengers are solely responsible for obtaining valid visas, transit permissions, and vaccination clearances for destination countries.
8. Limitation of Liability
Group Travel Desk acts as an accredited booking facilitator between the client and commercial airlines. We are not liable for direct, indirect, or consequential damages resulting from airline operational delays, mechanical failures, customs actions, or acts of God beyond our control.
9. Group Travel Help Desk Inquiries
For questions or assistance regarding these terms, reach our 24/7 dedicated desk:
- Help Desk Phone: +1-800-XXX-XXXX
- Email: legal@grouptraveldesk.com / info@grouptraveldesk.com
- Office: Group Travel Desk LLC, 305 E Huntland Drive 5th Flr, Austin, TX 78752, United States