How to Book Group Flights on Southwest Airlines?

Planning a group trip can be exciting but also a bit overwhelming, especially when it comes to booking flights. Whether you are organizing a corporate trip, a school outing, a family vacation, or a wedding party getaway, booking Southwest Group travel can save you time, money, and stress. If you are unsure how to go about it, don't worry! This guide will walk you through everything you need to know about booking group flights, from the benefits to the process, and even some tips on getting discounts. 

What is Southwest Group Travel?

First things first: Southwest Airlines group travel is a program designed to make booking flights for groups of 10 or more passengers easier. It's perfect for situations where you are flying with a large group, such as a school trip, a corporate retreat, or even a family reunion. Southwest Airlines has streamlined this process so that you don't have to book each flight individually. Instead, you can book for the entire group under one reservation, making things a lot simpler and more organized. 

If you have ever tried to book 10 or more seats for a large group on your own, you know it can be a real headache. Different travelers might have different preferences, and it's hard to keep track of everyone's flight details. But with group travel, all of that is handled for you, and the group can travel together, usually at a discounted rate. 

Benefits of Southwest Group Travel 

So why should you consider Southwest group booking? Here are some great benefits that come with booking as a group: 

1. Discounted Rates: 

It offers competitive group travel rates. Although they don't advertise specific "group discounts," they do offer customized pricing that can often be cheaper than booking individual tickets. Plus, depending on availability and demand, you might be able to secure a better deal for your group. 

2. Flexible Payment Options: 

One of the highlights of group booking is the flexibility in payment. Unlike many other airlines, Southwest allows you to pay for the tickets over time. You will only need to pay for a deposit upfront, and the final balance is not due until closer to your departure date. This makes it much easier for larger groups to gather the funds. Another advantage is that you can make changes for example name changes allowed, at no cost, 72 hours or more before traveling. This feature is helpful to sports teams or weddings where passengers may vary in the numbers. 

3. Seamless Coordination: 

Managing a large group can be taught, but booking with Southwest group travel allows you to keep everything in one place. Instead of managing multiple reservations, you will get one confirmation number for all passengers. Plus, Southwest assigns you a dedicated group coordinator who will help you with any issues or changes. 

4. No Change Fees: 

Life is unpredictable, and plans can change. Fortunately, Southwest Airlines group booking doesn't charge change fees. If someone needs to modify their flight, Southwest makes it easy without hitting you with extra costs. This flexibility can be a huge relief, especially for larger groups with varying schedules. 

5. Early Bird Check-in Options: 

Southwest doesn't assign specific seats to passengers. Instead, the boarding process is based on the order you check in. For group bookings, Southwest allows you to take advantage of Early Bird check-in to ensure your group boards together and gets the best available seats. 

6. Additional Services: 

Southwest is known for its customer service, and when you book through group travel, you can access dedicated support. If any issues arise, your group coordinator is there to help sort things out and ensure the entire group has a smooth experience from start to finish. 

If you're comparing carriers, one useful reference is our Emirates group booking guide — it details policies, group discounts, and booking procedures.

How Southwest Group Travel Works

Booking group travel is simple, but there are a few steps you need to follow to ensure everything goes smoothly. Here is how the process works: 

Step 1: Check Availability

The first step is to check availability for your travel dates. You can do this by visiting Southwest's group travel page on their website. For groups of 10 or more, Southwest makes it easy to search for flights that match your preferred times and destinations. 

Step 2: Request a Group Quote 

Once you have your travel dates and destinations in mind, the next step is to request a group quote. The best way to do this is to call the group travel department on 1-800-433-5368. The department is open Monday through Friday, 5 a.m. to midnight CT.  You will fill out a form with details like group size, flight preferences, and travel dates. Southwest will then provide you with a customized quote based on your needs. This is where the group coordinator starts working to make sure everything fits your needs. 

Step 3: Hold Your Reservation

After you have received your quote and decided to move forward, Southwest allows you to hold your group booking without committing to a full payment right away. This is particularly helpful if you are still coordinating with other group members or waiting for final approvals. 

Step 4: Finalize Your Booking 

Once you are ready to book, you can finalize the reservation by paying a refundable deposit of $50 per passenger. The full payment is typically due 45 days before departure. If you need more flexibility, the airline allows you to adjust the number of travelers or add new members to your group until that final payment date. 

Step 5: Manage the Booking

Once the booking is confirmed, your group coordinator will provide ongoing support to manage the booking. Whether you need to make changes or have seating questions, your coordinator will be there to help. If someone in the group needs to cancel or reschedule, this can be done easily without facing penalties. 

For insights into airline booking flexibility, here's our overview of the American Airlines name change policy — often helpful when coordinating large group travel.

Can Travel Agencies Book Group Travel With Southwest Airlines?

Yes, group travel is also available through travel agencies. Many travel agents are familiar with the group travel process and can help you arrange everything from the initial quote to the final payment. If you prefer to work with an expert who can handle all the details for you, contacting a travel agency might be a great option. Working with a travel agency can save you time and energy, especially if you are organizing a complex itinerary. Travel agents have access to group fares and can provide additional advice on getting the best deals. They can also help you work with Southwest's group travel coordinator, ensuring everything goes smoothly.

Also some travelers prefer airlines with flexible change options—our guide to United Airlines flight change policy highlights what to expect.

Who Benefits from Southwest Airlines Group Travel?

Southwest Airlines group travel is beneficial for a wide range of people and events. Here are some examples of who can make the most out of the program: 

• Businesses and corporate Groups: Whether you are planning a conference, team-building event or business retreat, the airlines make it easy to book multiple seats for your employees. Group bookings help streamline the planning process and ensure your team travels together. 

• Schools and Educational Groups: School trips often require large groups of students and teachers to travel together, and group travel offers special services for educational groups. With flexible payment options and dedicated support, booking a class or school trip is a breeze. 

• Weddings and Family Gatherings: If you are planning a destination wedding or a family reunion, booking all your flights at once can save you time and money. Southwest offers great options for large families and wedding parties traveling to the same destination. 

Booking Southwest Group travel doesn't have to be stressful or complicated. With the flexibility, support, and convenience offered by Southwest, organizing group trips can be a seamless experience. Whether you are planning a corporate retreat, a family reunion, or a destination wedding, this has all the tools and resources you need to ensure everything goes smoothly. By following these steps and utilizing the available resources, your next group trip will be organized, stress-free, and, most importantly, fun! 

Conclusion

Booking group flights with Southwest Airlines is a smart, stress-free choice for large parties looking for convenience, flexibility, and value. Whether it’s a business trip, school outing, wedding, or family reunion, Southwest Group Travel offers dedicated support, flexible payments, and a smooth booking experience, making your journey easier from start to finish.

Need to make itinerary changes post-booking? Check how it works in our Qatar Airways manage booking article.

FAQs

1. What qualifies as a group for Southwest Airlines?
   A group must include 10 or more passengers traveling together on the same itinerary.
   
   

2. Is there a discount for Southwest group bookings?
   While there’s no standard discount, custom quotes often offer lower fares than individual bookings.
   
   

3. Can I change passenger names in a group booking?
   Yes, name changes are allowed for free up to 72 hours before departure.
   
   

4. Do I need to pay in full at the time of booking?
   No, you can secure the reservation with a refundable deposit and pay the balance later.
   
   

5. Can I add more travelers to a group booking later?
   Yes, you can adjust the group size before the final payment is due.
   
   

6. Is EarlyBird Check-In available for group bookings?
   Yes, EarlyBird Check-In can be added to help your group board earlier.
   
   

7. Do travel agencies handle Southwest group travel?
   Yes, travel agencies can book and manage group reservations on your behalf.
   
   

8. Will we get assigned seating in group travel?
   Southwest does not assign seats, but group coordinators help ensure your group boards together.