FLIGHTS

What are the luggage rules?

Each participant receives one complimentary checked bag on flights. Please be aware that airlines have size and weight restrictions on checked luggage and if you go over the weight limit, you will have to pay a supplement at check-in.

Be sure to check the requirements of your airline as this can differ, but the most common “standards” are:

International Flights
Personal Item
Size: 18x14x8in

Carry-On Luggage
Size: 21x14x9in

Checked Luggage
Size: 27x21x14in
Weight: 50lbs

Intra European Flights
Personal Item
Size: 15.7x11.8x7.9in

Carry-On Luggage
Size: 21.6x15.7x7.8in
Weight: 15-22lbs depending on the airline

Checked Luggage
Size: 29.5x20x11.8in
Weight: 44-50lbs depending on the airline

Carry-on bags are the preferred method of travel. Along with your carry-on bag, you may travel with a personal item as well (generally, a purse or backpack). The personal item just needs to be small enough to fit underneath the seat in front of you.

We recommend not checking a bag whenever possible.

Checked bags are not preferred for many reasons:

• Heavier

• Bulkier

• If you have an internal flight, checked luggage requirements are much smaller, so you will likely have to pay extra at check-in if you have a larger, heavier bag to check in

• Trains have limited capacity for luggage and if you are traveling as a group, it is likely that you will all be in the same train carriage, and there will be too many bags to fit in the space provided

• Sometimes elevators break and it’s easier to climb flights of stairs with a smaller, lighter bag

• Traveling motorcoaches have limited space for luggage

• In some cities, like Florence, if you are arriving by train, often a group will walk from the train station to their hotel. This is a walk of about 15 minutes and it’s easier with a smaller, lighter bag

• Checked luggage is sometimes lost by the airline. Traveling for 10 days without your personal items is not fun. Carry-ons never get

Can I choose my flights?

We understand that as a group leader, you might have specific preferences for your flights. However, due to the nature of group travel, selecting your exact flights, as you might do on a platform like Kayak, isn't possible. When booking group tickets, we are bound by specific airline procedures and restrictions that make it different from booking individual tickets.

Why can’t group leaders choose specific flights?

• Limited Availability for Group Seats: Airlines have strict policies for group reservations. Unlike individual bookings, airlines allocate only a limited number of seats per flight for group reservations. We must work with the airlines’ group desks to request space on specific flights, and they may not always be willing to allocate those seats, even when availability exists for regular passengers. This limited allocation makes it challenging to meet specific requests.

• Complexity with Code Shares: Many airlines operate through alliances or code-share agreements, which means a single trip may involve multiple carriers. For group reservations, the primary airline must coordinate with its partner to secure approval for group space across shared flights. This coordination can be complicated, and partners may not grant permission, reducing the availability of flights suitable for groups.

• Challenges with Large Groups: The larger the group, the harder it becomes to find a single airline willing to accommodate everyone on the same flight. In some cases, only one airline might agree to provide space, and sometimes, even that may not be feasible. This may result in splitting the group across multiple flights or even different airlines to ensure everyone gets to the destination.

• Inflexibility of Airline Policies: Airlines have their specific rules for group bookings, which differ significantly from those for individual tickets. For example, some airlines might require a layover at a particular airport due to their routing policies, or they may not have direct flights available for group allocations. Even when a group leader requests specific parameters, such as avoiding certain connections or preferring direct flights, we can’t guarantee these preferences because of these airline constraints.

• Dynamic Nature of Airline Schedules and Availability: Airline schedules frequently change, and what may seem available today might not be tomorrow. Group bookings are especially susceptible to these changes because airlines prioritize individual ticket sales over groups. This dynamic nature makes it impossible to guarantee specific flight routings, especially well in advance of the travel dates.

We aim to accommodate your preferences… but there are no guarantees.
While we genuinely strive to honor your requests—like avoiding specific layovers or selecting a particular airline—the constraints above mean we cannot make any guarantees. We always try to find the most suitable flight options, but there are many variables outside our control. If direct flights are preferred or specific routes are requested, we will do our utmost to meet these needs, but sometimes it simply isn't possible given the restrictions of group travel.

We appreciate your understanding and are here to support you in creating the best possible travel experience for your group!Can you guarantee direct flights?

Can you guarantee direct flights?

Unfortunately, we can not guarantee direct flight routings. We attempt to reserve the best flight routings for our groups, which would always start with direct flights. Here are a few reasons that direct flights might not be possible:

• Direct flights might not exist

• Not enough space on the flight: airplanes are flying closer to capacity than ever before. If you are traveling on a popular route, there is a distinct possibility that the airplane will not have enough space for your group.

• Group ticket restrictions: airlines have an entirely different process for groups (10+ tickets) than for regular ticket purchases. For groups, one has to go through the groups department at the airline, and the airline is not required to offer tickets to groups, even if the seats are available for regular ticket purchases. Airlines allocate a certain number of tickets available for groups and if we request space on a certain flight, they will review to see how much group space they have allocated and if there is not enough, then they will reject the request. So, though direct flights may exist, and there is space on the airplane, the airline could still reject our request.

• Code sharing restrictions: the airlines work in alliances and sometimes you will fly on one airline on your outbound flight and another airline from their alliance on the return flight. When we request air space from one airline, say American Airlines, and the routing would include a leg on a partner airline, say Iberia, American would have to contact Iberia for their permission to allocate group space. Due to the restrictions mentioned above, Iberia could reject the request for code sharing on any particular flight. So, despite the flights existing, space being available, AND there being enough group space, a partner airline could still reject the request due to code sharing restrictions.

All of this is to say - we would love to be able to secure direct flights for every group and we always try to. However, for the reasons above, it is not always possible.

Can a group pay more for direct flights?
We wish! If it were that simple, Passports would purchase direct flights for all of our groups as a matter of course. Unfortunately, the reasons above don’t include the cost of the flights. It all has to do with availability and the onerous restrictions of group air reservations imposed by the airlines.

Can we depart from our local airport?

Wouldn’t it be more convenient to fly from the smaller international airport that is 30 minutes away instead of driving the two hours to the larger airport near the city?

We understand the inconvenience involved in getting to the international airport. It’s particularly difficult with a group of students!

However, there are some very good reasons to make the extra effort:

• Better flights
  Larger airports have more flights daily, from more airlines. This results in better routings being possible, reducing the total number of legs of your journey. This is just better all around because it eliminates one big point of failure on the tour. With fewer legs, there are fewer chances for delays.

• Better availability of group flights
  Airlines allocate only a certain percentage of the seats on the airplane to group space. With more flights and larger planes, there is a greater chance that we can secure seats for your group from a larger airport.

• Reduced cost volatility
  Due to the limited availability of flights and group space from smaller airports, the airline can increase the cost dramatically. This isn’t always true with individual tickets, but for a group of travelers, say, 30 people, they understand the leverage they have when they are the only airline with the departure that you need from the smaller city. And because Passports isn’t able to secure the air space until your group is fully formed, it puts us in a position where we have to be conservative when we are quoting your itinerary to you with regards to the estimate of the air cost. This cost then gets passed on to your travelers and can sometimes be hundreds of dollars higher than the inconvenient larger airport.

• Lower chance of being split up
  It is particularly difficult to secure space for larger groups from smaller airports. With limited options, if an airline rejects our request for a group space allocation that would include the entire group, then we are left with no option other than to split the group across multiple outbound flights. Generally, the split is only on the leg from/to the smaller airport, but sometimes your group could be split across totally different airlines, depending on availability. This is less of a problem from larger airports because we have more options to choose from where we can attempt to reserve space.

• Easier to recover from delays
  When things go wrong, like a mechanical or weather delay, it is much preferred to be in a larger airport because there are more resources available to the airline and to the traveler to recover quickly. For example, if there is a mechanical delay in a smaller city, it might be the case that that is the only flight possible for your group. This could result in a long delay causing you to miss time on your tour. With a larger airport, the delay is likely to be minimized due to the increased volume of flights.

So, in summary, while we are often able to reserve flights from smaller airports, it was far better to plan on departing from the larger international airport that is a bit farther away.

Here are a few ways that group leaders can approach the problem of getting to the airport:

• Arrange a school bus transfer
  This is the most convenient and least expensive option. Ask your school for help. Contact the local bus provider.

• Carpool
  Organize a carpool with the parents on the tour. While inconvenient, it is the lowest possible cost and parents are generally very willing participants, even for a drive of a few hours.

• Arrange a domestic transfer with Passports
  Ask Passports to include airport transfers. Motorcoach costs in the United States are quite high and you should expect a total charge of about $4000-$6000 depending on the distance involved. While this is a large charge for a smaller group of twenty (approx. $250 per person), it is not so much for a group of 40 ($125 per person).

Can we upgrade our seats?

We often receive requests from group leaders wishing to upgrade their seats for a more comfortable travel experience. While upgrading seats on individual reservations might seem straightforward, the reality is more complex when dealing with group bookings. The answer, unfortunately, is "sometimes"—and here's why.

How the Group Booking System Works

• Different Booking Class Restrictions: Group tickets are booked in special fare classes specifically designated for groups, often with strict terms and conditions. These fare classes are entirely separate from those used for individual bookings and typically come with a unique set of rules that don’t always allow upgrades. The airlines offer these classes of service to group bookings, but they limit flexibility compared to individual tickets.

• Limited Upgrade Options for Group Fares: Some airlines may offer upgrades for group reservations, but this is the exception rather than the rule. Even when an airline does allow upgrades, it's usually dependent on availability, timing, and fare class restrictions. The options for upgrading can vary significantly—some airlines may permit upgrades at the airport on the day of departure, while others may not allow them at all under any circumstances.

• Payment and Processing Restrictions: Upgrading from group fare classes often involves additional steps that are not required for individual tickets. For instance, airlines might require group tickets to be reissued in a different fare class entirely to qualify for an upgrade. This process is not always feasible due to cost implications, logistical challenges, and the strict timelines required to manage group travel.

• Upgrades are Not Guaranteed, Even If Available: For the few airlines that do allow group upgrades, availability can be highly unpredictable. Upgrades depend on the availability of premium seats and the airline's willingness to release those seats for group fares. Even if an upgrade is offered at the time of booking, there is no guarantee that it will be available closer to the departure date.

• Airline Loyalty Programs and Points: Group tickets do not always qualify for loyalty program upgrades, which is another significant limitation. If individual travelers have status with an airline, they might still be restricted from using their miles or points to upgrade because group tickets often do not accrue the same benefits as individual bookings. Even when possible, these upgrades are subject to approval and can be denied without explanation.

The Bottom Line
While we do our best to explore every available option, we cannot guarantee seat upgrades for group bookings due to the inherent limitations of the airline’s group reservation system. If upgrades are a high priority, it is best to discuss this early in the planning process. We can inquire with the airlines and advise on the possibilities, but keep in mind that upgrades are rarely assured.

Our priority is always to secure the best possible experience within the constraints of group travel, and we appreciate your understanding of these limitations. If you have any questions or would like to explore potential upgrade paths further, please don't hesitate to reach out!

All of that being said, you will receive your flight routings and e-ticket number approximately 30 days prior to departure and you can use your e-ticket number to contact the airline in advance with any requests, but it is at the airline’s discretion of what they’ll be able to accommodate. You can also see attendants at the airline desk upon arrival at the airport with any questions regarding “airline miles” or seating requests.

Why isn’t airfare included in the initial tour packages to destinations like China and Japan?

We understand that airfare is a significant part of your travel plans, and you might be curious why our initial tour packages to destinations like China and Japan don’t include it. The main reason is that airfare to these locations can be quite volatile and unpredictable. Prices fluctuate due to various factors like seasonal demand, airline capacity, and global events, making it challenging to provide an accurate estimate well in advance.

How does the process work?

1. Initial Booking Without Airfare: You enroll in the tour package without committing to airfare costs upfront. This allows you flexibility and avoids any premature financial commitments based on uncertain estimates.

2. Tour Confirmation: Once enough participants have enrolled and the tour is confirmed to operate, we move forward with arranging group airfare.

3. Airfare Availability: Around 330 days before departure, airlines release group airfare rates. At this point, we can obtain accurate quotes specifically for your group.

4. Your Options: With the actual airfare quote in hand, you have the choice to:

   • Add Airfare to Your Tour: Agree to the quoted price, and we’ll handle all the booking arrangements for you.

   • Continue Without Airfare: Opt to make your own travel arrangements if you prefer.

   • Cancel the Tour with Full Refunds: If you are unsatisfied with the air quote and you are not able to continue with the tour, you could opt to cancel without penalty.

How does waiting benefit you?
By waiting to secure airfare:

• Accurate Pricing: You’ll receive a fair and current price, avoiding the risk of overpaying based on early conservative estimates.

• Better Flight Options: Airlines may offer more favorable schedules or routes closer to the departure date.

• Flexibility: You retain the freedom to decide what’s best for you and your group when more information is available.

What if the airfare increases by the time it’s available?
While airfare prices can go up, they can also go down or remain stable. Our experience and industry insights help us monitor trends and secure the best possible rates when they become available. Our goal is to find you a fair price rather than locking you into a potentially inflated estimate now.

We’re here to support you
We know that planning a group trip involves many details, and we’re committed to making the process as smooth as possible. By waiting to finalize airfare, we’re looking out for your best interests to ensure you get the most value for your investment.

If you have any questions or need further clarification, please don’t hesitate to reach out. We’re here to help you create an unforgettable experience for your group!

GROUP SIZE

How does Passports deal with large groups?

At Passports, we pride ourselves on our ability to accommodate groups of all sizes—even those with hundreds of participants. Our extensive experience in group travel allows us to expertly navigate the unique logistics that come with larger groups, ensuring a smooth and enjoyable experience for everyone involved. Here’s how we manage large groups while keeping your travel experience cohesive and memorable:

Transportation
Motorcoach Logistics: Since motorcoaches typically seat up to 56 passengers, groups exceeding this number will require additional buses. Each motorcoach comes with its own full-time tour director, effectively operating as parallel tours within your larger group.

Consistent Grouping: For safety and participant tracking, we ask that travelers remain with their assigned motorcoach group throughout the tour. This consistency helps us keep everyone accounted for and ensures that no one misses out on scheduled activities.

Scheduling and Activities
Staggered Entrance Times: To enhance your experience at popular attractions and avoid overcrowding, we may schedule staggered entrance times for different subgroups. This approach allows everyone to enjoy sites comfortably and without long waits.

Tailored Itineraries: While we strive to keep the entire group together as much as possible, certain activities may be better experienced in smaller groups. We carefully plan these moments to maximize enjoyment and minimize logistical challenges.

Accommodations
Hotel Arrangements: Finding a single hotel that can accommodate a very large group can be challenging, especially during peak travel seasons. In such cases, we may book accommodations at multiple nearby hotels. Rest assured, all selected hotels meet our high standards for quality and comfort.

Dining Experiences
Restaurant Seating: Large groups can overwhelm restaurants, leading to slower service and a less enjoyable dining experience. To ensure timely meals and high-quality service, we might arrange for your group to dine at separate restaurants or in different seating areas.

Flights
Flight Coordination: We always aim to book your entire group on the same flight. However, with very large groups or departures from smaller airports, this isn’t always feasible. In such situations, we will coordinate flights that arrive within similar timeframes to maintain the integrity of your tour schedule.

Additional Considerations
Communication Tools: Effective communication is key in large-group travel. Our tour directors utilize mobile apps, messaging groups, and regular briefings to keep everyone informed about schedules, meeting points, and any changes that may arise.

Safety First: The well-being of our travelers is our top priority. Extra tour directors are assigned to larger groups to ensure close supervision and immediate assistance when needed.

Customized Support: We understand that larger groups may have specific needs or concerns. Our team is always ready to provide personalized support to address any special requirements your group may have.

Summary
By thoughtfully addressing the unique challenges of large-group travel, we aim to provide an exceptional and seamless experience for all participants. Our expertise allows us to anticipate potential hurdles and proactively find solutions that keep your journey enjoyable and worry-free. If you have any further questions or specific needs, please don’t hesitate to reach out. We’re here to make your travel dreams a reality!