Planning a trip with other family members, friends, work colleagues and even sports teams can be fun however can cause issues when it comes to booking flights.

Making sure that everyone will board the plane and comparing prices, scheduling travel dates, and managing information about the passengers can become complicated when it comes to making plans for trips in groups. Fortunately, KLM has a special group travel booking service for such eligible passengers.

KLM Group Travel is a special program designed specifically for passengers traveling in groups consisting of 10 people or more. In addition to group fare quotations and booking services KLM offers its help with its group travel team. Whether you are planning on making family vacations or planning educational tours for schools or events for companies or even planning international sports tours, a quote is available for you regarding your tour.

In case you wonder how you can go about arranging group trips through KLM we are going to show you how in this article where we are going to give you all the information.

What Is KLM Group Travel?

KLM Group Travel refers to the reservation service for passengers traveling in a group on the same flight. This group booking process is used instead of buying separate tickets for the eligible group, who will be quoted a tailor-made rate for their flight.

Usually, a group should consist of at least 10 passengers. Infants below two years of age traveling in the lap of an adult are not counted as part of the total number of passengers.

The group travel service can be used by various kinds of passengers, such as:

Families traveling abroad for holidays.

Groups of friends for vacation purposes.

Students traveling as part of an educational tour.

Business travelers for companies.

Sports teams traveling for competition.

Wedding parties.

KLM provides group travel options in eligible flights operated by KLM, Air France, and Delta Air Lines. Nevertheless, availability of the service depends on the country of origin and the flight.

Book Group Travel with KLM Airlines

The procedure for making a group booking on a flight with KLM includes:

The request for a quote,

The examination of the offered service,

confirmation of the booking and

Finally, payment.

Step 1: Visit the Official KLM Group Travel Website

One can start with a visit to the website of KLM belonging to the respective country. There will be a link to ticket services or to group travel. It will have all the details required for making group bookings.

KLM offers its group travel services according to each country. Thus, one needs to use the site according to the country he or she belongs to or where his or her company is located.

For travelers coming from the USA KLM uses the services of Delta Air Lines.

Step 2: Check the Group Booking Requirements

Before making a request, find out if your group qualifies for the airline’s discount policy.

Usually KLM group travel needs the following to qualify:

10 or more qualifying passengers.

Travelling together on at least one flight.

Having a group booking plan.

Availability on your chosen route during your desired travel dates.

Children under 2 years of age are unable to be included when they are sitting on their parent’s lap. You must ensure the number of passengers is known prior to requesting a quotation.

Step 3: Complete the Group Travel Request Form

After identifying the group travel department, it is time to complete the application/quote request form. The information needed will include the following:

The departure airport and destination.

Preferable dates of travel.

Number of passengers.

Travel class preference.

One way or round trip requirement.

Details of the contact person.

Purpose of travel for the group or details about the group when requested.

Ensure that the correct details have been filled in as they will be used to obtain a group quotation from the airline.

Also ensure to mention if your travel dates and/or destination are flexible.

Step 4: Receive a Group Travel Quotation

Upon receiving the inquiry, KLM or their chosen group booking partner will examine the travel requirements and send out a quote.

Factors affecting the calculation of a group fare include the following:

Number of passengers traveling.

Destination and flight itinerary.

Dates of travel and season.

Availability of seats in the chosen flights.

Cabin or travel class chosen.

Taxes and booking fees.

It must be noted that the quote received may not be the same as the lowest individual fare available from searching for flights on the KLM website.

Step 5: Review and Confirm Your Reservation

If the quotation is satisfactory to you, then you have to confirm your reservation as per the instructions given by the airline or group booking agent.

As per the market and departure date, an option period may be provided by KLM for considering the offer.

Check the following points before confirming the offer:

Flight numbers and dates of travel.

Departure and destination airport.

Number of passengers.

Class of cabin.

Total fare of the group.

Deadlines for payment.

Cancellations and modifications.

If the offer is satisfactory to you, then confirm your flights as per the instructions given in the offer.

Step 6: Complete the Required Payment

Once the group reservation is confirmed, you will get payment instructions along with relevant deadlines.

Payment terms for group booking at KLM can vary based on the departure country, date of travel, and group agreement. In certain cases, a payment of the initial deposit, followed by the payment of the balance, might be required before issuing the tickets.

Make sure to read the details regarding:

Initial deposit payments.

Final payment deadline.

Acceptable modes of payment.

Cancellations and refunds charges.

Step 7: Submit Passenger Information

A benefit of group travel is that passenger names are not always necessary at the quotation stage.

In accordance with the booking conditions, the airline may permit submission of passenger details at a later date. For instance, KLM’s group travel details from Netherlands state that passenger details should be submitted at least 35 days prior to the date of departure.

For each passenger, prepare the following details:

Full name as per the travel documents.

Birthdate, if necessary.

Passport details, if needed.

Contact details, if required.

Travel document details.

Step 8: Receive Tickets and Prepare for Departure

Once all payments have been completed, and passenger details have been obtained, you can pass the tickets to the airline/booking agent. Check that all passenger names, flight numbers and dates are correct. Plan arrival times at the airport and any other travel requirements for the group.

What Is the Minimum Number of Passengers for KLM Group Travel?

For any group booking, KLM usually insists on a minimum of 10 passengers. Passengers traveling on their parents’ laps who are below two years old are excluded from the minimum number of passengers.

Group members need to travel together on at least one flight. In other words, group members need to share at least one flight leg in order to qualify for the terms of the particular group travel.

In case you have a group below 10 passengers, you may want to try booking flights individually through KLM’s normal reservation process.

Can I Change Passenger Names on a KLM Group Booking?

Name change is possible with KLM for eligible groups before the tickets are issued. As per their group travel conditions, the passenger names can be changed free of cost before the tickets are issued.

But the deadline and conditions vary according to the country and booking agreement.

In case of tickets already being issued, other conditions might apply.

Is KLM Group Travel Cheaper Than Individual Tickets?

A KLM group fare is not necessarily more economical than buying flights individually. The price for a group depends on various factors like the number of passengers, availability of seats, the flight route, departure and arrival dates, as well as cabin class.

Sometimes a discounted price for an individual is even lower than that offered to a group. Nevertheless, making a group booking has its own advantages too.

It is better to compare prices and terms of booking than to choose one of the options relying only on the advertised ticket price.

Conclusion

Group bookings from KLM airlines could be an easy way to arrange flights for individuals, whether they are families, friends, schoolmates, sports players or business people. KLM airlines usually provide group bookings for 10 or more eligible passengers through quotation.

If you need to arrange such an excursion, please go to the KLM airline website of your state, fill out the group travel request form, receive the quotation, make the reservation and pay the money as described there. Because the booking terms could differ in each market, remember to review them in advance.

With good planning and arrangement, the travel of your group on board KLM would not be difficult.