When it comes to group travel, Southwest Airlines offers a unique blend of flexibility, affordability, and convenience. Whether you’re planning a school trip, a corporate retreat, a sports team’s journey, or a family reunion, Southwest’s group travel program stands out. In this comprehensive guide, we’ll cover everything you need to know about Southwest Airlines Group Travel—how to book, the benefits, requirements, and all the important details to make your booking process smooth and easy.
Why Southwest is Popular for Groups
Southwest Airlines is a favorite choice for group travel for many reasons. The airline's open seating policy and group boarding process provide flexibility and convenience, ensuring that your group travels together without the hassle of assigned seats. Another key advantage is Southwest's commitment to affordable travel, including two free checked bags per passenger, which can be a game-changer for large groups. Call our 24/7 group desk at +1-833-894-5333 for faster quotes and guaranteed low fares.
The Unique Benefits of Group Travel with Southwest
Open Seating: Southwest’s open seating means your group has the flexibility to choose seats together. If your group is traveling for a special occasion or event, knowing that everyone will sit together is crucial.
Group Boarding: Southwest offers group boarding, meaning your entire party can board the plane at once, ensuring you’re all seated together.
Guaranteed Fares: With Southwest, you won’t have to worry about fluctuating prices; your group will have guaranteed fares for all passengers once your reservation is confirmed.
What This Article Covers:
Discounts and special offers for groups
How to book Southwest Airlines group travel
Deposits, payments, and refund policies
Name change rules and flexible ticketing
The step-by-step group booking process
What Southwest Airlines Group Travel Includes
Booking group travel with Southwest offers several significant advantages over other airlines. Below are the key features of Southwest Airlines Group Travel:
✔ Guaranteed Group Fare
One of the biggest benefits of Southwest Airlines group travel is the guaranteed group fare. Once your group’s booking is confirmed, all passengers receive the same fare, eliminating the uncertainty of fluctuating prices.
✔ No Upfront Payment Required
Southwest is unique in that it doesn’t require full payment upfront for group bookings. Instead, you can hold seats for several days while you finalize the details.
✔ Unlimited Name Changes Before Ticketing
Unlike many other airlines that charge fees for name changes, Southwest allows unlimited name changes before ticketing at no extra cost. This flexibility is a huge advantage when booking for large groups where individual changes are often required.
✔ Free Same-Day Flight Changes
Southwest offers free same-day flight changes for group travelers, a benefit that can help save time and money if there are any last-minute changes to your group’s itinerary.
✔ Two Free Checked Bags
Every passenger on Southwest Airlines enjoys the benefit of two free checked bags. This is especially helpful for groups traveling with a lot of gear, like sports teams or families with large luggage.
✔ Group Boarding Together
Since Southwest Airlines operates on an open seating policy, group boarding is essential. Southwest guarantees that your group will board together in a group boarding process, ensuring no one is left scrambling for seats.
✔ 24/7 Group Support Team
If you run into any issues or need assistance, Southwest offers a 24/7 group support team to help you through the booking process and throughout your trip.
Southwest Group Booking Requirements
To qualify for group booking with Southwest, there are a few important requirements you need to be aware of.
Minimum 10 Passengers
Southwest requires a minimum of 10 passengers traveling together on the same itinerary to qualify for group booking.
Same Itinerary
All group members must have the same travel dates and city pair. Whether you're flying from New York to Los Angeles or anywhere else, everyone must be on the same flight with identical departure and arrival points.
Request a Group Quote
To get started, you must request a group quote from Southwest. This will lock in your group’s fare and secure your booking details.
Deposit Required After Confirming Booking
Once your group fare is confirmed, you will need to pay a deposit. This is usually about $50–$100 per passenger, depending on the size of the group and the specifics of your booking.
Ticketing Deadline
Once you’ve secured the quote and paid the deposit, you’ll need to meet the ticketing deadline, which typically ranges from 30 to 60 days before travel. If you don’t meet this deadline, your group booking may be canceled.
Complete Step-by-Step Booking Process
Booking group travel with Southwest is straightforward. Here’s a step-by-step guide to help you navigate the process:
Step 1 — Submit Group Travel Request
You can submit a group travel request online or via phone. You’ll need to provide essential details like travel dates, destination, and the number of passengers.
Step 2 — Receive Your Quote
Once Southwest processes your request, you will receive a group fare quote. This fare will be locked in for 5–7 days, giving you some time to confirm your group’s booking.
Step 3 — Accept Fare & Pay Deposit
After receiving the quote, you’ll need to accept the fare and make the deposit. This deposit is usually in the range of $50–$100 per passenger. Keep in mind that your group’s booking won’t be finalized until this payment is made.
Step 4 — Finalize Names
Southwest allows unlimited name changes before ticketing, so you can adjust the names of passengers as needed. This is particularly useful for group bookings where attendees may change at the last minute.
Step 5 — Ticketing Deadline
Once you’ve finalized your group, you’ll need to meet the ticketing deadline, which typically ranges between 30 and 60 days before departure. Failure to meet this deadline could result in the cancellation of your booking.
Step 6 — Check-In & Boarding
Once your tickets are issued, you’ll receive group boarding instructions. This allows your entire group to board together, ensuring no one gets left behind or separated during the boarding process.
Deposits, Payments & Refund Rules
Southwest’s group travel policies offer flexibility, but it’s essential to understand the payment and refund rules:
Deposit Amount
The deposit amount typically ranges between $50–$100 per passenger. This amount is due after you accept the group fare.
When Deposit Is Refundable
The deposit is generally refundable if you cancel the booking before ticketing. However, once ticketing is complete, the deposit is no longer refundable.
Group Fare Payment Rules
After the deposit, the final payment is due according to the ticketing deadline, which can be 30–60 days before departure.
What Happens If Group Size Drops?
If the number of passengers in your group decreases, you may face adjustments to the group fare. In some cases, you may be required to pay an increased per-passenger fare, or the booking may need to be reissued.
Southwest Group Fare Rules
Name Changes
Before ticketing: Unlimited free name changes.
After ticketing: Changes are possible without a fee, but any fare differences will need to be paid.
Cancellations
If a passenger in your group cancels their ticket, the fare will convert into travel credit for 12 months, which can be used for future travel. Unfortunately, cash refunds are not allowed after ticketing.
Fare Conditions
Business Class: Southwest doesn’t offer business class, but passengers can upgrade to Business Select.
Same fare for all passengers: The same price applies to everyone in the group.
Special Assistance Rules
Wheelchairs and Minors: Southwest offers special accommodations for passengers with disabilities and unaccompanied minors.
Sports Equipment: Southwest is well-known for its policy of allowing free checked sports equipment, which can be a significant benefit for athletic teams.
How Seating Works for Groups
Since Southwest operates on an open seating policy, it’s crucial that your group boards together to ensure everyone sits together. Here’s how to avoid being separated:
Group boarding: Southwest assigns earlier boarding positions (A or B) for groups. The earlier your group boards, the better your chances of sitting together.
Families & special groups: Families and other specific groups can request assistance to ensure seating together.
Group Travel Use Cases
Southwest Airlines group travel is perfect for many types of groups, including:
School Trips: Field trips and educational tours are often more affordable with Southwest’s group travel program.
Corporate Groups: Whether it’s a conference, seminar, or team-building event, Southwest’s flexibility is ideal for corporate groups.
Sports Teams: With two free checked bags and no additional fees for sports equipment, Southwest is an excellent choice for athletes.
Family Reunions: Group travel can make family get-togethers more convenient, especially when everyone can sit together.
Church Groups: Whether for a mission trip or retreat, Southwest’s group discounts can make your church event more affordable.
Wedding Parties: Southwest can accommodate large wedding parties traveling to and from their destination.
Conference Travel: Groups attending conferences or large events benefit from Southwest’s flexible booking policies.
Best Tips to Get Cheaper Southwest Group Fares
To secure the best group fare for your Southwest trip, consider these tips:
Fly midweek: Flights on Tuesdays and Wednesdays tend to be cheaper than those on weekends.
Avoid peak holidays: Traveling during less busy seasons can help save money.
Split itineraries: For larger groups, splitting your itinerary can sometimes result in lower fares.
Book 3–6 months early: Southwest fares tend to be cheaper when booked in advance.
Use the low-fare calendar: Check Southwest’s low-fare calendar to spot the best deals.
Frequently Asked Questions
How many people qualify for Southwest group travel?
A minimum of 10 passengers is required to qualify for Southwest group travel.
Does Southwest give group discounts?
Southwest offers discounted group fares, but discounts are typically applied based on the group size and fare class.
How much is the group travel deposit?
The deposit is usually $50–$100 per passenger.
Are Southwest group fares refundable?
Group fares are generally non-refundable once ticketing is completed. However, cancellations may result in travel credit for 12 months.
Can I change passenger names for group booking?
Yes, you can make unlimited name changes before ticketing without any fee.
11. Call to Action
📞 Need help booking Southwest Airlines Group Travel? Call our 24/7 group desk at +1-833-894-5333 for faster quotes and guaranteed low fares.
This guide covers everything you need to book group travel with Southwest Airlines in 2025–26. With guaranteed fares, flexible name changes, and affordable baggage policies, Southwest makes it easy for large groups to travel together without breaking the bank. Happy travels!