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General Policies

Our Customer Support & Services Call Centers are often flooded with calls when a new schedule is released, Unfortunately, this can lead to increased delays and hold times during these busy periods. If your travel plans can wait, we recommend that you call back during a less busy booking time when hold times will be reduced.

southwest.com fares and Group fares differ in many ways, and each offers its own unique benefits. The best option for you is determined on your travel needs. southwest.com fares are often only available online and usually have limited quantities available. There may not be enough seats at the online price for your whole group. southwest.com fares tend to work best for small parties that don't need much flexibility in their travel plans. Group fares work best for parties of ten or more who may require flexibility with name changes and payments.

Compare the difference between booking with Group Reservations and southwest.com by clicking on the link below.

Comparison Chart

The Domestic Group Reservations number is 1-800-433-5368 and hours of operation are Monday through Friday, 5:00 a.m. to midnight Central time. The International Group Reservations number is 1-800-308-5037 and hours of operation are Monday through Friday, 7:00 a.m. to midnight Central time.

Submit Final Payment: If you have already submitted a complete name list, you may call 1-855-233-0873 to pay over the phone, using a credit card, or eCheck on or before the final payment is due. PLEASE NOTE – Physical Checks and Money Orders are no longer accepted. You may e-mail a completed Letter of Authorization (LOA) to GroupTravel@wnco.com. (The LOA will be e-mailed to you 30 days before your final payment is due.)

Southwest Airlines now offers a formal meetings program for corporate meetings and conventions with a minimum of 150 Travelers through SWABIZ, our free online corporate booking tool. To make Southwest Airlines the official airline of your meeting and find out if you are eligible, please visit www.swabiz.com, and submit a Meetings Agreement Request form.

Please speak with a Group Reservations Customer Representative at 1-800-433-5368. They will be happy to assist you.

Yes!  Group Passengers can check in on southwest.com and reserve their boarding positions beginning 24 hous prior to departure.  Upon your airport arrival, please proceed to the ticket counter to receive your boarding passes.

The online check in process for Group travel is slightly different than you may be used to for non-Group travel.

Domestic Groups
1. Go to southwest.com and click "Check In".  Please enter the confirmation number and first and last name of any one of your travelers.
2. You have the option to either check in the entire Group, or select specific Passengers.
3. The names of successfully checked in Passengers along with their boarding positions will begin to populate on the screen one at a time.  Please note: Certain Passengers may not be eligible for online check in and must proceed to the ticket counter.

International Groups
1. Go to southwest.com and click 'Check In'.  Please enter the confirmation number and first and last name of any one of the travelers.
2. You will only be able to check in one Passenger at a time.
3. A valid passport and emergency contact information will be needed to complete the check in process.
4. Repeat steps 1 - 3 for each International Passenger.

  • Boarding passes will be retained by Southwest Airlines at the departure gate.
  • Any change made to a reservation by you or any person will void any boarding pass that has been issued.
  • Boarding passes are valid only for the Passenger whose name is listed on the pass.
  • Government-issued identification is required to proceed through the Security Checkpoint.
  • Customer Checkin Requirement (flights operated by Southwest Airlines): Passengers who do not obtain a boarding pass and are not present and available for boarding in the departure gate area at least ten minutes prior to scheduled departure time may have their reserved space cancelled and will not be eligible for denied boarding compensation.
  • When boarding the aircraft, you will board in sequential order based on the group and position number listed on your boarding pass. Please listen closely to gate announcements for instructions.
  • If you are traveling with an unticketed child younger than two years old, you must provide proof of age and receive a Boarding Verification Document at the ticket counter prior to proceeding to the security checkpoint.
  • View Southwest Airlines' Contract of Carriage.

Yes, we will accept bookings for groups of 10 or more for all flights (including international flights) as part of our Group Travel program, which offers several additional benefits. Group bookings must be made via phone. Customers calling from within the United States can contact Group Reservations at 1 (800) 308-5037 Monday – Friday between the hours of 7:00am and midnight, Central Time.

Please note, for international itineraries, the following differences in our policy apply to your Group Travel Program bookings:

  • Your deposits will not be applied toward your purchase of tickets.  Your deposits will be refunded three to five business days after purchase and are subject to any additional processing time incurred by the credit card company.  It may take up to two statements to receive your refund.
  • Domestic Group deposits will only be accepted in the form of a check, while international Group deposits will only be accepted in the form of a credit card.
  • International Group Passengers can retrieve their boarding position 24 hours prior to their scheduled departure.  Check in will be required for each individual passenger on an international Group reservation.
  • Your passport must be verified by a Customer Service Agent at the Southwest Airlines Ticket Counter on the day of travel before you can receive a boarding pass.

Bags Fly Free®* on Southwest Airlines. Your first two checked bags fly free on all flights. Please see our baggage policies page for complete details.

* Weight and size limits apply.

At this time, EarlyBird Check-InSM is not available to Group passengers. We recommend that all Group passengers check in online 24 hours prior to departure to provide the best chance of improving their boarding position and seat selection onboard the aircraft.

The Transportation Security Administration (TSA) has implemented a new program called Secure Flight, which is intended to enhance the security of commercial air travel. Under Secure Flight, airlines are now required to ask traveling passengers for their full legal name as it appears on the government-issued photo ID they intend to travel with, along with their gender and date of birth. The TSA has determined that mandating the provision of date of birth and gender would greatly reduce the number of passengers misidentified as a match to the watch list. It is to the passenger's advantage to provide the required data elements as doing so may prevent delays or additional passenger security screening at the airport, particularly for those individuals who have similar names to those on the watch list.

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