Important Information

Understanding Group Airfare

Group flight bookings are arranged and managed by airlines in a manner different from individual bookings. You will find several notable differences traveling as a group versus on a flight you booked yourself:

Group Flights:

  • Pilgrims are on the same flight, arriving at the same time with a guaranteed seat and price.
  • Group bookings allow for name changes up to several weeks before departure in the event of a cancellation.
  • Group flights should rightly be considered “refundable fares”, as they are refundable up until a few months before departure.
  • Group flights include luggage: one check-bag, one carry on and one persona item.
  • The flight cost may be priced higher by the airline due to the benefits listed above.
  • Airlines do not always permit seat selection, but groups are rarely seated apart and changes may be made at boarding.

Individual Flights:

  • Individual flight bookings have price and schedule fluctuations, so are not guaranteed to arrive at the start of the pilgrimage.
  • Travelers who book their own flights are responsible for their transportation to join the group.
  • Most individual bookings are non-transferable for any reason unless a specific transferrable fare is purchased.
  • Upgrades must be arranged directly between the client and the airline.

More information:

https://www.travelperk.com/guides/group-travel-booking/

https://insightglobaleducation.com/understanding-group-airfare/

https://www.munckhof.nl/blogs-en/why-does-group-travel-cost-more

Have a question?

Frequently Asked Questions

Where can I find the group itinerary?

The group flight itinerary can be found on the webpage for your trip. Any major changes to the itinerary will be communicated to all registered travelers by email. 

Minor changes that regularly occur in the months leading up to departure include flight time changes and flight number changes. Major changes may include flight cancellations and flight time changes over several hours. These seldom occur, but if they do, you will be notified of any adjustments to the itinerary and of any additional costs the change may require.

Who do I contact with questions about flights?

Reach out to Alex Zigarevich at flights@prorome.com with any questions. You can also reach us at office@prorome.com. 

Can I book my own flights?

On our adult trips, you are welcome to arrange your own flights. When registering, select the “I will book my own flights” option. The “flying separately” discount will be applied to your second trip Installment. If you arrive at a different time than the group, you will be responsible for your own transportation to meet with the group.

If you are on a school trip, reach out to the organizer at your school to inquire whether you may be permitted to book your own flights.

Can I use airline points to book my seat on the group flight?

Airlines do not allow miles or points to pay for group fares. If you wish to book with points or miles, please select the “I will book my own flight” option when registering.

Can I earn airline miles on the group flight?

We cannot guarantee that any airline will allow you to earn points on a group flight. However, it is always worth a shot! Send your frequent flier number to Alex Zigarevich at flights@prorome.com and we will submit it to the airline before your trip. If your trip has already operated, you can attempt to claim the miles by submitting your ticket number directly to the airline. 

Where can I find the flying separately discount?

The discount amount for purchasing your own airfare can be found at the bottom of the trip web page under “Flight Information.”

Can I change my flight preference after registration?

Please inquire whether you can change your flight preference from what was submitted on your registration form as airline deadlines arrive early.  To inquire, reach out to us at office@prorome.com.

Seat Selection Information

With many airlines it is up to the traveler to change their seat either via the airline’s website or contacting them by phone directly. For more information contact flights@prorome.com. Airline policies are subject to change.

American Airlines

Seats are assigned when the tickets are issued. AA does offer the ability to change the seats when you view your trip on the AA website after ticketing. You will need a reference number which can be provided to you by ProRome. 

United Airlines

Seats are assigned by UA for group bookings. You may request seating preferences and UA will try to accommodate those requests, but they are not guaranteed. 

British Airways

Seats are assigned by BA for group bookings. You may request seating preferences and BA will try to accommodate those requests, but they are not guaranteed.

Delta

On flights operated by Delta you will have a seat assigned at ticketing, but you can change your seat on the Delta website under the “my trips” tab after ticketing.

KLM, Virgin Atlantic, Air France

KLM, Air France, and Virgin Atlantic operated flights allow seat selection starting 8 days before departure. Seat selection can be done on the website of the airline that is operating that leg of the journey under the “my bookings” tab. You will need your PNR reference number which can be found with your eticket information. 

ITA Airways

Seats are assigned at ticketing. To select your seat, call after ticketing to purchase the seats you would like. ITA Airways’ customer service line is  1-877-793-1717.

Baggage Information

American Airlines

Personal item (18” x 14” x 8”), Carry on (22” x 14” x 9”) and Checked luggage (62 linear inches and 50lbs)

United Airlines

Personal item (9” x 10” x 17” ), Carry on (9” x 14” x 22”) and Checked luggage (30” x 20” x 12” and 50lbs economy class or 70lbs business class)

British Airways

Personal item (16” x 12” x 6”), Carry on (22” x 18” x 10”) and Checked luggage (35” x 30” x 17” and 50lbs economy class or 70lbs business class)

Delta

Personal item (purse, backpack, small bag), Carry on (22” x 14” x 9”) and Checked luggage (62 linear inches and 50lbs)

KLM, Virgin Atlantic, Air France

Personal item (purse, backpack, small bag), Carry on (22” x 14” x 9”) and Checked luggage (62 linear inches and 50lbs)

ITA Airways

Personal item (36 cm x 45 cm x 20 cm), Carry on (21.7” x 13.8” x 9.9” and 17.6 lbs) and Checked luggage (62.2 linear inches and 50 lbs)

Upgrade Requests

For trips operated in 2025 and beyond, upgrades to a higher seating class are available upon request and are subject to availability. Please email flights@prorome.com with upgrade requests, additional fees will apply. Payments for airfare upgrades are due on receipt of the invoice.

  • When will I receive my upgrade quote?

You will receive a quote within 2 weeks of requesting an upgrade by email. Upgrades are possible until 90 days before departure. Upgrade requests are submitted to the airlines every Wednesday morning. 

  • How long is my upgrade quote valid for?

A quote is valid for 24 hours from the time it is issued. During this time the seats are not being held and are still subject to availability. Please see the terms associated with your particular quote. Requests for quotes will be submitted to airlines every Wednesday morning. Please attend your phone and email and respond in a timely manner to ensure your quote does not expire before you can respond.

  • I am on a student trip, can I upgrade my seat?

Participants on a student tour will only have the option to upgrade their airfare at the request of the trip organizer.

  • Can I go early or stay later than the group?

Yes. Airlines will allow a traveler to change the date on one leg of the journey as long as they fly with the group for the other. You may also change the airport of that adjusted leg, subject to airline availability. The traveler is responsible for paying the difference in airfare and the $50 deviation fee.