Groups Terms & Conditions
1. Group definition
In general a flight group is defined as 10 or more adults travelling out and back together within the same PNR (passenger name record) booking. The definition of a group booking can vary by airline and by cabin class as stipulated by the relevant airline
2. Booking procedure
All bookings must be made through the VFS Contact Centre (please refer to contact us section on web site)
Once a request is received for a group quote VFS will contact the relevant airline and then confirm the quote either verbally or in writing using the customer's preferred communication method. The quote validity period will be confirmed at that time.
The quote is not guaranteed until the point of Commitment (please see below).
Full names must be provided to VFS by the group organiser on the form provided in the exact format requested no later than 7 weeks prior to departure and for children under the age of 12 dates of birth must also be provided.
Failure to provide name and date of birth details 7 weeks prior to departure could result in your booking being cancelled and all monies paid being forfeited.
Once a booking is made any request to change routing will be treated as a new booking and the existing booking will be cancelled and applicable cancellation charges will apply.
Should the group organiser change during the booking procedure, written confirmation of the change must be provided by the original group organiser detailing who will be taking over the organisation of the booking. Data protection does not allow us to discuss the group booking with any person other than the designated group organiser.
3. Payment Terms
The group organiser is responsible for making all payments to VFS for the group booking. We cannot accept payment from individuals in the group as payment is required prior to confirmation of group names.
Any payment made by credit card incurs a 1.5% fee and this will be added to the sum taken.
4. Deposit
At time of booking confirmation a non-refundable deposit for each person travelling will be taken as follows:
Virgin Atlantic
Economy £75
Premium Economy £125
Upper Class £225
Other Airlines have different deposit levels and you will be notified at the time of quotation.
Where a passenger in a group is booked in a different cabin for the outbound and return flight the higher deposit will apply.
5. Final Payment and Booking Commitment
Balance of the group booking must be made in full and cleared funds must be received 12 weeks prior to departure.
On receipt of full and final payment the group booking is treated as committed and committed terms and conditions apply (Commitment).
Where special payment terms have been arranged with Virgin Flightstore, names will be required prior to commitment and therefore the 'after receipt of names' amendment, cancellation and refund rules apply.
Failure to adhere to payment terms will result in the booking being cancelled and the deposit lost.
6. Amendments, Cancellations and Refunds
Deviation Rules-
For flights booked on Virgin Atlantic - The maximum number of passengers deviating either outbound or return from the main group dates must not exceed 20% of the group total. The remainder of which must still exceed the minimum definition of a group.
For flights booked on other airlines - Not all airlines allow amendments for group bookings. If amendments are allowed, conditions of this will be informed to the group organiser at the time of booking.
Where Deviation is allowed - all date changes are subject to availability.
Before Commitment, date changes are permitted at a fee of £25 per person plus any change in fare as a result on of the date change, as long as this is in accordance with the above Deviation Rule.
After Commitment date changes are permitted at the airline applicable fee, including any change in fare as a result of the date change, plus £25 administration fee per person as long as this is in accordance with the above Deviation Rule
After Receipt of Names and before ticket issue, name changes are permitted at the applicable airline fee plus £25 administration fee per person.
After ticket issue Name changes are not permitted.
No changes of any kind are permitted within 5 days of travel.
Details of cancellations must be provided in writing, please refer to the contact us details on the VFS web site of where they need to be sent. No cancellation will be actioned until written confirmation has been received. Acknowledgement of any cancellation will be provided on receipt by VFS. Proof of sending the cancellation notification is not proof of receipt. It is the group organiser's responsibility to ensure that cancellation acknowledgement is received and VFS will not be held responsible for any loss or damages incurred should the acknowledgement not being received.
Cancellations prior to Commitment will be at a loss of deposit.
After Commitment bookings are non refundable.
Where the group has also purchased a ground product (as set out below) cancellation of the group flight booking will not automatically cancel the ground product unless the written confirmation stipulates this specifically.
7. Booking Ground arrangements
When a group flight booking is made and the group organiser wishes to purchase ground product for the same duration this will not be classified, as a package under the 'Package Travel Regulations' and the booking will be treated as a separate booking and payment will be dealt with separately from the flights.
The definition of a group varies by 3rd party supplier as do the payment terms, deposit levels, booking and cancellation terms and conditions.
The group organiser will be informed of the terms and conditions in relation to the booking at the time of quotation.
Failure to adhere to the terms and conditions could result in the ground product being cancelled.
If you wish to cancel your ground arrangement the group organiser must provide written confirmation. Please refer to the contact us details on the VFS web site of where this confirmation needs to be sent. No cancellation will be actioned until written confirmation has been received. Acknowledgement of any cancellation will be provided on receipt by VFS. Proof of sending the cancellation notification is not proof of receipt. It is the group organiser's responsibility to ensure that cancellation acknowledgement is received and VFS will not be held responsible for any loss or damages incurred should the acknowledgement not be received.
As the ground product is treated as a separate booking, cancellation of the ground product will not automatically cancel the group flight booking unless the written confirmation stipulates this specifically.
Virgin Flightstore is a trading name of Worldwide Travel of East Anglia Limited.
Registered company No: 2580372, VAT No: 595050237. Registered office: Company Secretariat, The Office, Manor Royal, Crawley, West Sussex. RH10 9NU.
