Planning travel for a large group? Read AirRJ's comprehensive group booking terms & conditions to understand fares, payments, ticketing, cancellations, refunds, amendments, and responsibilities. These policies apply to all group reservations (10+ passengers) made through AirRJ. Please review carefully before confirming your booking to ensure a smooth group travel experience.
What is a Group Booking?
A group booking is a reservation for 10 or more passengers travelling together on the same flight and date. Group fares and rules differ significantly from standard individual fares — they may offer exclusive discounts (5-25% off) but are often subject to special conditions by the airline, including deposit requirements, payment deadlines, restricted cancellation policies, and group-specific terms.
Group bookings are ideal for corporate travel, family vacations, educational trips, religious pilgrimages, sports teams, and tour operators. All passengers in a group booking must travel on the same flight route and date to qualify for group fare benefits.
Quotation & Fare Validity
Group fare quotations are subject to airline availability and seat inventory at the time of booking. Quotations are valid only for the period specified in the quote (typically 7-14 days from the date of quotation). Fares shown in the quotation may change before ticketing due to:
Airline fare rules and inventory changes
Currency fluctuations affecting international routes
Changes in government taxes, airport charges, and surcharges
Fuel surcharges adjustments by airlines
Demand-based pricing for peak season travel
Important: Final ticket prices will be confirmed only after full payment and ticket issuance. Early bookings (60-90 days in advance) typically secure better group rates.
Payment Terms & Conditions
Initial Deposit
A non-refundable deposit (typically 20-30% of total fare) as stated in the quote is required to hold the group space and secure seats. Deposit must be paid within the validity period of the quotation.
Balance Payment
Full payment (remaining balance) must be received by the ticketing deadline provided in the quotation (typically 30-45 days before travel date). Late payment may result in cancellation and loss of booking.
Late Payment Policy
Failure to pay by the deadline may result in automatic cancellation and loss of deposit. AirRJ reserves the right to cancel group bookings if payment is not received by the specified deadline.
Payment Methods
We accept credit/debit cards (Visa, Mastercard, RuPay, Amex), net banking (all major banks), UPI (Google Pay, PhonePe, Paytm), digital wallets, and corporate invoicing (for business groups) via AirRJ's secure PCI-DSS compliant payment gateway.
Name Submission & Ticketing
Passenger names must be submitted in the exact format as per passport (for international travel) or government-issued ID (Aadhaar, PAN, Voter ID for domestic travel). Names should match exactly as they appear on travel documents to avoid issues at check-in or immigration.
Tickets will be issued only after:
Receipt of full payment (deposit + balance)
Receipt of accurate passenger details (names, ages, passport numbers for international)
Confirmation of group booking agreement (if applicable)
Name Changes: Changes to passenger names after ticket issuance may attract airline fees (typically ₹500-₹3,000 per change) or may not be permitted depending on airline policy. Minor spelling corrections are usually allowed, but complete name changes may require cancellation and rebooking. AirRJ's group booking team will assist with name change requests where possible.
Amendments & Cancellations
Group bookings follow airline-specific amendment and cancellation rules, which differ from individual booking policies. Understanding these terms is crucial before confirming your group booking.
Amendment Policy:
Date/Route Changes: Subject to airline approval and availability. May incur change fees (₹500-₹3,000 per passenger) plus fare differences.
Passenger Addition: Possible if seats are available, subject to current fare rates.
Passenger Reduction: May result in loss of deposit or cancellation charges for reduced passengers.
Amendment Deadline: Usually 7-14 days before travel, subject to airline policy.
Cancellation Policy:
Cancellation penalties vary by airline and depend on the timing of cancellation relative to scheduled departure.
Early Cancellations (30+ days before travel): May qualify for partial refunds minus cancellation charges.
Late Cancellations (7-30 days before travel): Higher cancellation charges, minimal or no refund.
No-show or Last-minute Cancellations: Typically no refund, airline credit may be provided (subject to airline policy).
Partial refunds or individual cancellations are often restricted on group fares. Group bookings usually require all-or-nothing cancellation or minimum group size maintenance.
Important: Cancellation charges typically range from ₹500-₹5,000 per passenger depending on airline and timing. Refund processing takes 7-30 business days depending on payment method and airline processing time.
Seat Allocation & Special Requests
AirRJ works with airlines to facilitate your group's seating and special service requirements, but allocations are subject to airline confirmation and availability.
Seat Assignments:
Group seating arrangements are requested to keep your group together. While we prioritize adjacent seats, final seat allocation depends on aircraft configuration and availability. Seat assignments are typically confirmed at check-in or may be available 24-48 hours before departure.
Special Meals:
Special meal requests (vegetarian, vegan, halal, kosher, medical diets) should be submitted at least 48-72 hours before departure. Airlines will confirm availability. Charges may apply for premium meal options.
Extra Baggage:
Additional baggage allowances beyond standard limits can be requested but are subject to airline approval and additional charges. Pre-purchasing extra baggage is often cheaper than airport rates.
Special Assistance:
Wheelchair assistance, infant seats, unaccompanied minor services, and other special assistance should be requested at booking stage to allow time for airline approval and arrangements.
Note: AirRJ will forward all requests to the airline, but cannot guarantee allocation prior to check-in. Airlines reserve the right to modify or deny special requests based on operational constraints.
Refund Policy
Refunds (if applicable) are processed strictly as per the airline's policy and the terms of your group booking agreement. Understanding the refund process helps set proper expectations.
Refund Processing Timeline:
10-30 business days depending on airline processing
Additional 3-7 days for bank processing
Credit card refunds: 10-15 business days
Net banking/UPI refunds: 5-10 business days
Cash refunds: Not available, all refunds to original payment method
Non-Refundable Components:
Service fees and convenience charges
Processing fees for cancellations/amendments
Non-refundable deposits (as specified in booking terms)
Insurance premiums (if purchased separately)
Cancellation charges as per airline policy
Refund Request Process: To initiate a refund, contact AirRJ's group booking team at Groups@AirRj.com or +91 78388 48340 with your booking reference number and cancellation request. Refunds are processed only after airline confirmation and approval.
Traveler Responsibilities
Valid Travel Documents
Ensure all travelers carry valid ID, passport (with 6+ months validity for international travel), and visa (if required). Documents must match the names on tickets exactly.
Airport Arrival
Arrive at the airport with sufficient time (3 hours for international, 2 hours for domestic) for group check-in, baggage drop, and security procedures. Late arrival may result in denied boarding.
Special Requirements
Confirm special requirements (wheelchair assistance, infant seats, dietary needs, medical assistance) at booking stage to allow time for airline approval and arrangements.
Baggage Compliance
Ensure baggage complies with airline weight and size restrictions. Excess baggage charges apply for overweight/oversized luggage at airport rates.
Travel Information
Stay informed about flight status, gate changes, and airline announcements. Check email/SMS for updates from AirRJ and the operating airline.
Travel Insurance
Consider purchasing travel insurance to cover trip cancellations, medical emergencies, baggage loss, and other unforeseen circumstances during travel.
Liability & Disclaimer
AirRJ acts as an intermediary and booking agent between passengers and airlines. We facilitate bookings and provide customer support, but our liability is limited as follows:
Important Disclaimer:
AirRJ is not responsible for airline-caused delays, schedule changes, flight cancellations, or missed connections.
We are not liable for baggage loss, damage, or delay by airlines or airports.
We are not responsible for denied boarding due to documentation issues, overbooking, or passenger misconduct.
Any compensation claims or alternate arrangements must be taken up directly with the operating airline as per their policies and regulatory guidelines (DGCA for India, respective authorities for international routes).
AirRJ is not responsible for visa rejections, passport issues, or immigration problems.
We act on behalf of airlines and are bound by airline terms and conditions, which take precedence in case of disputes.
AirRJ's Role: We provide booking services, payment processing, customer support, and coordination assistance. However, the actual air transportation services are provided by the operating airlines, who are solely responsible for flight operations, safety, and passenger services.
Governing Law & Jurisdiction
These Group Booking Terms & Conditions are governed by the laws of India. Any disputes, claims, or legal proceedings arising from group bookings made through AirRJ shall be subject to the exclusive jurisdiction of the courts of New Delhi, India.
Dispute Resolution: In case of any disputes, parties are encouraged to resolve issues amicably through AirRJ's customer support team. If resolution cannot be reached, disputes will be subject to legal proceedings in New Delhi courts as per Indian law.
How to Request a Group Booking Quote
To request a customized group booking quote, visit our Group Booking page or contact our dedicated team with the following details:
For assistance with group booking terms, policies, or any questions, our dedicated group booking specialists are here to help you through every step of the process — from quotation to final ticketing.
If payment is not received by the specified deadline, your group booking may be automatically cancelled and the deposit will be forfeited. AirRJ reserves the right to release blocked seats if payment is not received on time.
Group bookings typically require maintaining minimum group size (usually 10 passengers). Individual cancellations may be allowed subject to airline policy, but may affect group fare validity or incur cancellation charges. Contact our team for specific cases.
Group booking deposits are typically non-refundable as they secure seats and hold space. However, refund eligibility depends on airline policy and cancellation timing. Early cancellations may qualify for partial deposit refunds after deducting cancellation charges.
If the airline cancels the flight, they are responsible for providing alternatives (rebooking, refund, or compensation as per airline policy and regulations). AirRJ will assist with communication, but compensation claims must be made directly with the operating airline.
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