Southwest is a low-cost U.S. carrier. Group bookings are obviously more complex than single bookings. Southwest Airlines has a group travel product for parties of 10 or more. There's one group product for personal groups and a separate one for eligible business customers.
This guide walks you through the key steps. You'll learn how to ask for a price, what to check before payment, when to give the passenger's name, and how to be ready for departure.
We checked the details from Southwest's official website in October. 28, 2026. Policies & terms, and fees can change, so review the Group Travel Agreement before you pay.
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What Is Southwest Airlines Group Travel?
Southwest Airlines Group Travel is for groups of 10 or more passengers. It suits family reunions, weddings, school trips, sports teams, church groups, and other organized travel.
Personal groups usually start by calling Group Travel Services. Eligible business customers can request a quote through Southwest Groups in Southwest Business Assist. Groups of fewer than 10 people pay regular fares. Check on Southwest.com.
How to Book Group Travel with Southwest Airlines
1 Step 1: Contact Southwest Group Travel Services
Personal groups of 10 or more should call the number listed on the website. Southwest Airlines Group Travel lists the hours as Monday through Friday, 5 a.m. to midnight Central Time. Eligible business customers can sign in to Southwest Business Assist and use Southwest Groups.
2 Step 2: Request a Group Fare Quote
Have your passenger count, airports, preferred dates and trip type ready. Mention special assistance needs up front. If your dates are flexible, then ask whether other dates or airports will alter the price.
3 Step 3: Review the Fares and Conditions
Don’t just accept things as they are. Check the itinerary, total fare, quote expiry date, payment schedule, passenger information deadlines, and the terms of changes and cancelations. Ask Southwest to explain anything unclear, and keep the written quote.
4 Step 4: Confirm the Deposit and Payment Terms
Southwest states that the deposit applies to the base price of the Southwest group tickets. Any balance is refunded to the customer within 5 business days of the final payment and ticketing. The amount and due date will be listed in your quote or Group Travel Agreement. You can pay over the phone or by clicking the 'Make payment' link in your confirmation email.
5 Step 5: Submit Passenger Details on Time
We require legal names and birth dates at least 5 business days before departure. Southwest cancels seats if this information is not provided, and rebooking will be at the fare available at that time.
Once the names are in, you can request changes up to 74 hours before travel. Each name must match the traveler's ID, and add the passport details for international travel.
6 Step 6: Complete Final Payment
Pay the remaining amount by the date mentioned in the agreement. Southwest lists credit card, UATP, and PayPal as accepted payment options. Save the receipt, and share deadlines with anyone helping you manage the trip.
7 Step 7: Review the Booking Confirmation
Check names, airports, dates, and flight details. Save the agreement and confirmation email, then send the confirmed itinerary and airport instructions to your group.
8 Step 8: Select Seats and Prepare for Departure
Once the final payment has been made and the tickets have been issued, personal groups can then go ahead and pick or change their seats via the link in the email. Business groups should use Southwest Business Assist. Online check-in becomes available 24 hours before the flight’s scheduled departure time.
Required Information for Southwest Group Flight Bookings
Information Needed to Request a Quote:
Information Required to Finalize the Reservation:
A quote does not constitute a ticketed reservation. Please inquire regarding which details are required at each stage of the process.
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Southwest Group Fares: Benefits, Deposits, and Policies
Southwest states that its group program offers increased flexibility and reduced fares.
These perks don’t guarantee a lower total price. Confirm how they apply to your booking (including taxes and fees).
Deposits, cancellations and changes
Your quote or Group Travel Agreement sets the deposit amount, due dates and cancellation terms. We found absolutely no deposit figure at the Southwest Help Centre, so don't go assuming there is. If in any doubt, ask Southwest Airlines to confirm the exact terms before you pay.
Checked baggage fees
The fee chart of Southwest includes one carry-on and one personal item as free. For U.S. mainland Southwest Groups itineraries ticketed on or after April 18, 2026, it lists $45 for the first checked bag and $55 for the second, each way.
Can You Book Southwest Group Travel Online?
It depends on the group. Personal groups call Southwest Group Travel Services for fares. Eligible business customers may request one through Southwest Groups in Southwest Business Assist.
After the final ticketing and payment process, personal groups receive a confirmation email with a link to Southwest Airlines Group. A one-time password lets you select or change seats.
Is Southwest Group Travel Cheaper Than Individual Tickets?
Not always. Compare the Southwest group booking price with each fare for the same travel plan. Then look at the full cost: baggage, payment deadlines, flexibility, and group benefits.
Even when fares are similar, organizing a group booking can still be challenging. Prices are going to change, so it's sensible to check your quotes fairly close to the time of booking and to note when each one expires.
Can You Book Southwest Group Travel With Points?
No. Southwest’s Rapid Rewards terms list group travel among the travel that can’t be purchased with points or Cash + Points.
You can still earn points. The Southwest Airlines Group Travel Agreement explains how many points you earn for each eligible one-way flight when you give your Rapid Rewards number before you travel.
How to Select Seats, Check In, and Board When Traveling as a Group
Southwest Airlines makes use of assigned seating. Southwest Group seat selection opens after final payment and ticketing. Personal groups use the confirmation email link and business groups use Southwest Business Assist.
Online check-in opens 24 hours before departure. The deadline is 30 mins prior to domestic, 60 minutes prior to international, or 75 mins for Aruba. Everyone needs a boarding pass and must be at the gate at least 10 minutes before departure. With a group, build in extra time.
Tips for Booking Southwest Group Flights
Frequently Asked Questions
Conclusion: Make Your Southwest Group Booking Easier
Prepare your trip details and request a quote through the right channel. Review the agreement, confirm payment and name deadlines, and keep the final confirmation. Before departure, recheck baggage fees, seat instructions or check-in rules.