They might not have hub-and-spoke networks or
supersize cabins, but low-cost airlines do have one thing: cheap
tickets. And with special programs for group discounts, the
prospect of signing a meetings contract with a Southwest or JetBlue
can be even more alluring.
Nearly every major low-cost carrier offers special fares for
those traveling to events. “Group fares” usually are offered to 10
or more people traveling on the same itinerary. “Meeting fares”
typically are offered when 25 or more passengers are traveling on
different itineraries but convening in the same city. Discounts
typically range from 5 to 10 percent off regular fares.
“It’s a nice option to offer, and I have noticed that attendees
do ask about it when it’s not there,” says Christine Caci, business
manager at the Waltham, Mass.-based Ethics Officer Association.
Caci organizes up to five meetings a year, including a 500-person
annual conference. For the past four years, she has arranged
meeting fares with Southwest.
Yet, be aware that group or meeting fares are not always the
best option, even on low-cost carriers, Caci warns. She recalls
several instances where better deals were available by booking
nonrefundable tickets online.
Planners should research their options before contracting with
discount carriers, according to Yvonne Long, vice president of
business development at Des Moines, Iowa-based Air Fulfillment
Services, a company specializing in group travel management. “Make
sure you not only are getting the cheapest fares, but the best
value and the most practical options for each event,” she says.
Following is a rundown of the programs and discounts some
low-cost carriers offer meeting planners.
AirTran Airways
(888) 419-6109 (groups)
(866) 683-8368 (meetings)
www.airtran.com
AirTran offers discounts of up to 20 percent for groups of
10 or more. In order to lock in these special fares, the carrier
requires a deposit of $50 per ticket. Name changes can be made to
tickets at no cost up to two business days before travel.
AirTran’s EventSavers program generally offers a 10 percent
discount to meeting and convention groups of 10 or more. No deposit
is necessary. One free ticket is awarded for every 30 purchased.
Planners can make one free change per reservation. Walk-up fares
purchased the day of or the day before travel are automatically
upgraded to business class.
Attendees may arrive up to three days prior to the event or leave
up to three days after it ends.
America West Airlines
(800) 634-2312 (groups)
(800) 548-7575 (meetings)
www.americawest.com
America West, the second-largest low-fare airline in the United
States, has 40 agents at its group desk who communicate with
planners and send out group contracts.
Group discounts of up to 10 percent are available to parties of 10
or more. For a $40 deposit per person, the carrier generally will
hold space and lock in fares. Ticketing is due 30 days prior to
departure. One free name change per ticket is allowed until the
day of travel.
For meeting and convention travel, customers can receive a 10
percent discount when they book early but usually must commit to a
one-night minimum stay. America West offers passengers a five-day
travel window before and after the meeting date. A $100 fee
applies, however, if a traveler wants to make a change once the
ticket has been issued. Planners earn one complimentary ticket for
every 40 tickets purchased.
ATA Airlines
(800) 543-3715 (groups)
(877) 726-0815 (meetings)
www.ata.com
Formerly known as American Trans Air, ATA has a staff of six who
oversee its group and meeting travel programs.
The group discount, available for parties of 10 or more, is 10
percent, with one free ticket awarded for every 25 purchased. No
minimum-stay requirements apply. Depending on size of group, a $40
to $100 deposit is required per ticket.
ATA’s convention/meeting travel program offers 10 percent
discounts. Flexible travel dates allow a three-day travel window
before and after the event. As with group travel, one free ticket
is earned for every 25 purchased. Family members can enjoy the
meeting rate when accompanying attendees on the same itinerary.
Frontier Airlines
(800) 908-9068
www.frontierairlines.com
Frontier has a group desk of five agents and one supervisor.
Group discounts are available, depending on the season and time of
departure. A $40 deposit per ticket is required within two weeks of
making the reservation, and full payment is due no less than three
weeks before departure. No minimum stay is required. Names can be
changed three weeks before departure without a charge.
Meeting and convention groups of 10 or more can earn discounts
on fares of more than $200 by booking through Frontier’s website.
Attendees receive 15 percent off when booking at least 21 days
before the event, 10 percent when booking after that.
Planners earn one free domestic roundtrip ticket per 40 tickets
booked. Travelers are eligible for frequent-flyer miles and
bonuses, depending on how they book and where they fly.
JetBlue Airways
(888) 538-2583
www.jetblue.com
JetBlue does not offer group discounts; however, the popular
three-year-old carrier will hold reservations for parties of 15 or
more traveling on the same itinerary. A deposit of 50 percent of
the full balance is required within 10 business days of the
original booking dates, and final payment is due 60 days prior to
departure. Name changes are permitted without penalty at least 60
days outside departure.
No complimentary tickets are available, and the airline
currently has no special program for meeting groups. “Our fares are
so low already,” said a spokesperson.
Midwest Airlines
(888) 601-4296
www.midwestexpress.com
Midwest Airlines awards varying discounts to parties of as
few as eight people. A deposit of $50 per person is due within two
weeks of the booking, and the total amount is due 30 days prior to
travel. One bonus ticket is awarded per every 30 purchased.
Midwest offers 10 percent discounts to meeting groups of at
least 10 people and convention groups of at least 50. Flexible
travel dates are available for travel three days prior and after
the event. Passengers receive at least 500 frequent-flyer miles,
access to a special online booking site, and discounts on shipping
and ground transportation. Event planners receive one free ticket
for every 30 purchased.
Song
(800) 532-4777 (groups)
(800) 241-6108 (meetings)
www.flysong.com
To book group fares on Song, planners must contact the Delta Air
Lines Group Sales Center, which employs about 100 service
representatives.
Song does not offer special group discounts, but parties of 10 or
more can book tickets in advance without having to pay the full
amount until later (normally, purchases are due in full at the time
of booking). A $40 deposit is required 30 days after the booking,
and the total is due 30 days before departure. Name changes are
allowed up until the day of travel, and bonus tickets can be
negotiated. Ticket changes can incur a fee of up to $100.
Meetings and conventions of at least 10 travelers qualify for a
5 percent discount on applicable published fares or 10 percent off
full coach. A three-day window is allowed before and after the
event.
Southwest Airlines
(800) 433-5368
www.iflyswa.com
America’s darling, Southwest Airlines, has a 45-person group
desk that works to provide clients finalized group contracts within
one to three days.
The airline’s group program offers fare discounts of up to 10
percent for groups of 10 or more sharing the same flight itinerary.
A 10 percent deposit normally is required, with due dates varying
according to the time of booking. Free name changes are available
up to 48 hours before departure. One free ticket is awarded for
every 40 purchased.
Note: Starting in July, Southwest made changes to its group
booking procedure. Now, such bookings are limited to flights
leaving within six months.
The carrier’s meetings program offers 10 percent discounts, and
one free ticket is awarded for every 40 people who fly. Flexible
travel options are available and can extend up to one week before
or after the event.
Spirit Airlines
(800) 772-7117, ext. 7441
www.spiritair.com
Spirit Airlines awards special rates to groups of 10 or more
traveling on the same itinerary. Discounts vary but can reach more
than 10 percent off regular fares. A deposit of 25 percent of the
group rate is due when booking more than 45 days before departure.
Within 45 days of departure, full payment is due within one or two
days of the block request. Name changes can be made up to two days
prior to departure, after which a $25 fee is charged for
changes.
Discounts of 5 to 10 percent are available for meeting groups of
at least 10. Flexible travel dates can be arranged for early
arrivals and late departures. Bonus tickets are negotiable.
Sun Country Airlines
(866) 797-2537
www.suncountry.com
For group bookings only Sun Country Airlines currently does not
offer a meetings program planners can contact one of the carrier’s
four group agents. Discounts of up to 10 percent off published
fares are available to parties of 20 or more. A 10 percent deposit
per ticket is due within seven days of the booking, and full
payment is due up to 60 days before departure. Name changes are
available up to seven days prior to departure. While tickets are
nonrefundable, they can be used up to a year after the date issued,
minus a $50 service fee. Sun Country awards free tickets to
organizers based on travel volume.