Whether you’re planning a sporting trip, a whole family getaway, a special interest tour, or a group of friends chasing a shared bucket list dream, booking flights for a crowd comes with its own set of rules. And myths.
One of the most common assumptions? “It will be cheaper if we book group fares”. Well… not quite.
Let’s break down what a group airfare really is and when it makes sense to book one.
What is a group airfare?
A group airfare is a special fare offered by airlines for parties travelling together to the same destination. It comes with unique conditions that differ from regular individual tickets. These are typically managed through a group booking desk (often not available to the general public) and must be handled by a travel advisor or agency.
How many people are considered a group?
Most airlines define a group as 10 or more people travelling together. It doesn’t mean everyone needs to be on the same booking or even flying from the same city. Many airlines can work with split departures or return dates. This means you can have people departing from different cities, and/or different dates and times, and still have the benefits of a group fare.
Who are group fares for?
Group fares are ideal for: 
- Sporting teams (players and partners/parents)
- School or university groups
- Conference delegates
- Friends travelling together
- Wedding and family celebration groups
- Clubs or special interest groups (wine, cycling, food, golf, etc.)
They can also be useful for corporate incentive trips or church and cultural tours.
Is it better to book as a group or individually?
That depends on your priorities.
If you’re chasing the absolute lowest price, sometimes booking individually can come out cheaper (for the first few people to book anyway…), especially if you book early while low fares are still available.
But if you value flexibility, coordinated travel, locked-in pricing, and group benefits, a group fare can offer much more value, even if it’s not the cheapest option on the market.
As a group travel and family travel specialist, here are some of the most common questions I am asked when it comes to booking group airfares.
What are the advantages of booking a group airfare?
- Held fares: You can lock in a fare without needing full payment upfront
- Flexible payments: Pay a deposit per person and stagger final payments
- Name changes: Most airlines allow name changes up until ticketing (often free)
- Support: Your travel advisor (that’s me!) manages it all, saving you hours of admin and headaches
- Seat allocation: Groups can often be seated together or in blocks
- Consistency: Everyone is travelling on the same airline/schedule, meaning less chaos and a greater duty of care
- Additional benefits: Some airlines will even offer things such as increased luggage allowance for sporting groups, etc, which could end up saving you hundreds of $$ in the long run…maybe more than you save on an individual fare to start with!
Are group airfares cheaper?
Here’s the big reveal: not always.
Airlines typically use dynamic pricing. That means the first few seats on a flight might be sold at a rock-bottom price, but once those sell out, the cost increases. These prices may only be available for 1 or 2 people. If you’re booking 15 individual tickets at different times, the price could vary wildly.
With a group fare, everyone pays the same locked-in price, which often becomes more cost-effective as the flight fills up.
How many people do I need for a group airfare?
In most cases, 10 or more passengers will qualify you for a group fare.
Can we all pay separately, or does one person pay for everyone?
Good news! Yes, everyone can pay separately!
As your travel advisor, I can manage individual payments, payment plans, or split billing. No awkward chasing money from friends or colleagues…leave that to me.
Are group fares refundable?
Group fares vary by airline. Some offer refundable deposits, while others allow name changes instead of cancellations. I’ll always clarify the terms for your specific group before you book, and help build flexibility into the fare conditions where possible.
Can we reserve seats together?
Generally, yes! Most airlines will allow a block of seats to be held for your group. The sooner you book, the more seating options we’ll have to work with.
What if someone drops out, or can’t go anymore?
This is where group fares shine. Most allow for name changes before tickets are issued. That means someone else can take their place without penalty. Once ticketed, changes may incur a fee, but again, I’ll guide you through the best options.
Group travel can be incredibly rewarding, but also complex if not managed properly. That’s where I come in. Whether it’s a team, a tour, or a milestone trip, I’ll take care of the logistics so you can focus on the fun.
Did you know? I can also negotiate group rates with hotels and cruise lines, among other things.
And remember, cheapest doesn’t always mean best value. Group fares give you flexibility, consistency, and peace of mind…which can be worth their weight in boarding passes.
