Group Travel

A group is defined as 10 or more passengers travelling together to the same destination, on the same last outbound flight of their itinerary. A minimum of 8 passengers is required for Premium Economy and 6 passengers for travel in the Business/Signature Class cabin.

Groups are booked in G-Cubed, Air Canada’s dedicated booking tool which provides availability and exclusive group fares for worldwide travel between 360 and 14 days prior to departure for international travel, and up to 3 days prior to departure for travel within North America and to Sun destinations.

G-Cubed tools:

• G-Cubed video tutorial
• How to enroll and access G-Cubed
• G-Cubed support form for registration assistance and support
• G-Cubed booking tool

Once your booking is confirmed and rates are agreed upon, you will receive a contract which must be signed within 14 days of receipt.

Links to each section

Fare match | Other types of travel | Forms to manage your bookings
Airport guides | Terms and conditions | Frequently asked questions

Fare match

Once your group is booked, if you have a competing fare, you may request a fare match for consideration. Consult the FAQs for the request process.

Other types of travel

• Meetings and Events for 10 or more people traveling from multiple points of origin to the same destination.
• Air Canada Vacations group quote form, for packages of 10 or more people
• Air Canada Jetz, Air Canada’s premiere charter service for travel in a private jet.

Forms to manage your booking

• Urgent request for existing groups travelling within 2 days. Air Canada will contact you within one hour of receipt, during the Group Travel Desk business hours.
• Equipment list for oversized luggage such as sports equipment and musical instruments. Due aircraft size, not permitted on CRJ, CR9, Q400, E75.
• Passenger name list required to submit the passengers to Air Canada
• Name change and correction urgent request form
• Tour conductor payment request for taxes and fees

Departure airport guides:

Terms and conditions at-a-glance

Attrition
The number of passengers can be reduced by up to 20% of the initial group size, without penalty.
If the passenger counts drop below 10, Air Canada will release the space and request the applicable ‘due payment’. It is your responsibility to rebook your clients in your preferred booking channel.

Booking Fee
Once the contract is signed, if the group is cancelled, a $100 booking fee is collected via debit memo.

Deferred Payment
Once the contract is signed, you are responsible for the payment schedule as defined in the contract.
However, the remittance of payment is done at time of ticketing.

Deviation
A deviation is a change to the travel date and city. Up to 35% of the passengers can depart or return on a different date and from/to a different city, within 14 days of the main group travel date.
When deviating on the departure flight, passengers must still travel to the same destination as the group.
Deviations are permitted on itineraries that only includes Air Canada marketed and operated flights booked up to 14 days prior to departure.

Feed-In
A feed-in is when a passenger departs from a different city and connects with the main group on the last flight to the group destination. There is no limit to the number of feed-ins, but they are not permitted on groups booked within 14 days of departure.

Names and ticketing responsibilities
30 days prior to departure or as per the contract.

Name changes
For itineraries that include only Air Canada marketed and Air Canada operated flights, complimentary name changes are permitted once tickets are issued up to 2 business days prior to departure for 50% of the group size. Beyond 50%, name change fees of $50 for North America and $100 for International and Sun apply.

Full payment
No deposit.
Itineraries changes are not permitted after the following full payment responsibilities deadlines:

Seat selection
Specific seat selection is not possible. A block of seats is reserved for all groups upon booking to ensure every passenger is seated in the same section. Group seating for reservations made within 14 days of departure is subject to availability.

Ticketing in your GDS
Air Canada guarantees the base fare and international carrier surcharge. This is communicated in your contract, and in the Group Frequently Asked Questions section.
This means, once you’ve claimed the PNR, only the base fare and international carrier surcharge quoted at time of booking and included in the fare calculation will be correct. The taxes, fees and charge may have changed.
You must reassess taxes, fees and charges, at time of ticketing, in your GDS.
Debit memos will be issued for each ticket with under-collected taxes, fees and charges.

Tour conductor (TC)
Applicable to Air Canada and Atlantic Joint Venture itineraries, a tour conductor is offered for every 20 paid group tickets. Taxes and fees must be paid for each tour conductor ticket. The number of eligible TC is calculated at time of final payment and tickets are issued by Air Canada. Additional passengers added after the final payment deadline are not included when calculation the amount of TC.

Restrictions may apply and will be provided in your group contract.