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Sales | Groups

    Important:

    • Group fares are based on public fare available for sale, not on private fare.

    Group reservations must comply with the following considerations:

    • A group reservation is a business consisting of 10 or more passengers. Group reservations can only be created through LATAM. Group reservations created by Travel Agencies will not be evaluated.
    • When requesting the quotation, the agency will be able to choose the Brand Fare for their group.
    • The name of the group must be correctly entered in the request, in order to identify possible duplications and the business to which it corresponds. It must contain a minimum of 3 and a maximum of 23 characters to allow easy identification,  numbers, name of agency or destination city and the word "group" must be omitted.
    • If the group ends up with less than 10 passengers, the conditions originally bargained will no longer apply.
    • LATAM Groups must apply all fare regulations during all the steps of the negotiation (sale-post sale). At the time of quotation, all fare regulations will be considered, but if due to negotiation purposes between the date of application and issuance, changes in the itinerary of the group occur, the following fare regulations will be allowed not to be considered at the time of issue: MIN/MAX/ADVP/Day Application and Flight Application.
    • Fare regulations do not apply to refunds. Group tickets are non-refundable after issuance.
    • For Domestic groups Colombia, additional to the MIN/MAX/ADVP/Day Application and Flight Application; Blackouts (BO), Stopover (SO) and Season (SE) will not be considered. 
    • For all markets, LATAM will quote the net fare plus queue (fare + Q). Both will be calculated when booking the reservation and will be honored at the time of ticketing (full amount).
    • Service charges apply according to every market`s particular condition.
    • On the markets where is authorized, the group reservation will be transferred to the travel agency providing that the business has been closed.
    • Groups are subject to LATAM Corporate Security approval rules:
      • Passengers aged 2 to 11 must adhere to the specified accompanying ratio, as outlined in the table below:

    Age

    No. of accompanying minor

    2 and 6 years

    1 in 4

    7 and 11 years 

    1 in 20

     

    • If there are additional minors, one extra accompanying person will be required. Example: with 21 minors, 2 accompanying persons will be required.
      • The accompanying adult must be a legally responsible, self-sufficient adult (18 years or older).
      • The LATAM Agent must enter an SSR CKIN in the reservation and in free text enter the name of the passenger in charge of the group Example: PAX JUAN PEREZ IN CHARGE OF SCOUT GROUP APOQUINDO SCHOOL.
    • Any group request that includes disabled passengers will be subject to the same requirements as when traveling as individual passengers, that is, they will be embarked without restriction as long as they are able to:
      • Understand and respond to safety instructions
      • Assist themselves during an evacuation and
      • Move about the cabin, feed themselves and take care of their personal hygiene.

    Those passengers in the group who do not meet these three criteria must travel with unattendant, as established in the conditions for transportation included under Passengers with Disabilities or with Special Assistance Needs.

    When entering the name of the passengers in the reservation, the Travel Agent must include the SSR codes associated to the passengers special need, i.e. SSR BLND for blind passengers, SSR DEAF for deaf passengers, SSR WCHS, WCHR, WCHC, WCBW, DPNA, etc., just like in individual reservations.

    • Group leader contacts are mandatory for notification purposes either at origin and destination cities.
    • Interline group reservations must be reserved on the respective operating flight numbers, not on the codeshare flights.
    • Quotation of interline itineraries (FEEDER) will not be accepted if LATAM does not take part in the itinerary (at least as marketing carrier and in the routes before mentioned).
    • Groups that come from different origins but with a minimum of 10 passengers with the same final destination could be treated as groups.
    • All the requests of groups must include the following information:
      • Type of cabin requested: Business or Economy (Class of Service).
    • Group fares are exclusively for adults; no additional discounts apply for CHD or INF.
    • For issuance purposes, INF is issued separately with a public fare and a manual mask. Subsequently, it should be associated with the ADT passenger of the group. Information from the group website (tour code, fare, endorsement, etc) should not be used, as this negotiated fare is not valid for this type of passenger.

     

    • Travel Agencies must request group quotes through LATAM Groups.
    • The manuals for requesting and managing groups through the platform are available at LATAM Trade > Manuals and Tools > LATAM Groups.

    When LATAM confirms the group request, the PNR is generated and the Time Limit established for the different stages is informed through the platform.

    Response time for off-line international segment requests will depend on the carrier involved.

     
    Validity Date: This is the number of days for accepting the sale conditions (time limit, itinerary and fare) oncethe reservation has been booked. If conditions are not accepted, the reservation will be canceled automatically.
     

    Advance request

    Time limit for 

    Acceptance of Commercial Conditions

    61 days or more prior to flight

    10 days

    30 to 60 days before the flight

    5 days

    Between 5 and 29 days before the flight

    2 days

    3 to 4 days before the flight

    1 day

    2 days or less prior to flight departure

    24 hours before the flight

     

    TL Deposit (applies only to NON IATA agencies): Payment deadline, corresponds to the day the reservation will be canceled if no deposit has been made. 
     
    TL Issuance: Time limit to issue the group. If the group is not issued, the reservation will be automatically canceled and a cancellation penalty will apply. 

    The management and control of time limits (TL) are the responsibility of LATAM; however, in the case of interline itineraries, the involved operator might activate notifications in the booking indicating issuance before the stated time limit (TL).
     
    IATA Agencies: The Group reservation will be left in GN status until the day penalties are applied. From that day on, the reservation will be placed in HK status. This does not mean the negotiated fare may change or that the Group will not be confirmed until that day. The originally negotiated space and fare will be honored along the entire process.

    The reservations will have the following mark "NEW AGREEMENT GROUP", to be able to identify those that correspond to this flow.

    Time limits are separated by domestic and international routes.

    In group reservations where the itinerary includes more than one business, the following TL conditions will apply:

    • International if there is at least one international segment
    • Domestic in case of 100% DOM flights
       

    The following issuance time limits (TL) apply to group reservations made in Argentina, Bolivia, Chile, Colombia, Ecuador, Europe, Peru, Paraguay, Uruguay, Mexico, Oceania and United States:

     

    Domestic / Regional Routes

    Group confirmation

    Ticketing Time Limit

    3 business days or more before the flight

    2 business days before the flight

    2 business days or less before the flight

    5 hours before the flight

     

    Long Haul

    Group confirmation:

    Ticketing Time Limit

    4 business days or more before the flight

    3 business days before the flight

    3 business days or less before the flight

    5 hours before the flight

     

    Considerations:

    • The Santiago (SCL) - Easter Island (IPC) route is considered a regional route.
    • Travel Agents must check that the TL is entered in the correct format, otherwise, the reservation will be automatically canceled by LATAM.

    Contract:

    • Acceptance of the fare and commercial terms must be done through the platform within the established timeframe, as defined by the market.. 
    • The fare presented on the platform is base tariff. Taxes updated on the day of issuance must be added. 
    • It is the agency's responsibility to review all the characteristics of the group, as well as the commercial conditions before accepting the contract. You must verify baggage, change penalty and seat assignment allowed by the chosen Brand Fare. 
    • Groups with accepted contracts remain with CONFIRMED status on the platform.
    • For NON IATA agencies, an issuance fee per passenger will apply according to what is defined for each market. 

    Deposit:

    • Deposits are required to confirm groups, only for NON IATA agencies that will issue through LATAM.
    • Deposit Amount: Corresponds to the amount to be paid directly to LATAM, within the term defined by TL Deposit.
    • The agency must request deposit details and bank account information by email or chat. Sending the payment receipt to the LATAM Executive is mandatory.
    • If no penalty applies, the deposit amount will be used in the issuance of the group.
    • Each space reserved and not issued will be penalized with the amount of deposit per passenger, established for the route. If the group is not issued, the prepayment is non-refundable and cannot be reused for another group.
    • If group cancellation is made on time and no penalty applies, a 100% refund of deposit or full payment will be allowed.

    The prepayment amounts are as follows:

    Route

    Pre-payment Amount (p/psgr)

    Long Haul

    USD $100.

    Oceania: AUD$ 100

    Colombia: 310.000 COP

    Regional

    USD$50

    Oceania: AUD$ 50

    Colombia: 150.000COP

    Domestic

    USD $25.

    Oceanía: AUD$ 25

    Colombia: 50.000 COP

    Ecuador: Galapagos 35 USD and rest of the domestic routes EC 25 USD

     

    IATA Agencies (BSP/ARC): Each canceled space will be subject to a penalty through ADM, the amount of which will depend on the anticipation of the cancellation, the value of the fare and the route booked. The penalty calculation will be based on the following table:

    Route

    Cancellation date:

    Reduction allowed

    Penalty depending on cancellation date

    DOM/REG

    61 days or more before flight departure

    100% pax

    None

    Between 31 and 60 days before flight departure

    Not permitted

    25% of the value of the fare (Net + Q)

    30 days or less before flight departure

    Not permitted

    100% of the fare value (Net+Q)

    Long Haul

    91 days or more before flight departure

    100% pax

    None

    Between 31 and 90 days before the flight departure

    Not permitted

    25% of the value of the fare (Net + Q)

    30 days or less before flight departure

    Not permitted

    100% of the fare value (Net+Q)

     

    These penalties will be explicitly mentioned in the contract that the agency signs when accepting the Group, so no unjustified ADM dispute will be accepted. In cases where a waiver is applied for the value of the ADM, the waiver must be requested before making the dispute, and include the waiver folio number in the reason for the dispute.

    NON IATA Agencies: each canceled space will be subject to a penalty that will be taken out of the deposit amount. The penalty calculation will be based on the following table:

    Route

    Cancellation date:

    Reduction allowed

    Penalty depending on cancellation date

    DOM/REG

    61 days or more before flight departure

    100% pax

    None

    Between 31 and 60 days before flight departure

    Not permitted

    Amount of the prepayment

    30 days or less before flight departure

    Not permitted

    Any reduction of passengers will be subject to a fine equivalent to the Total Payment (the refund of the Total Payment is not made).

    Long Haul

    91 days or more before flight departure

    100% pax

    None

    Between 31 and 90 days before the flight departure

    Not permitted

    Amount of the prepayment

    30 days or less before flight departure

    Not permitted

    Any reduction of passengers will be subject to a fine equivalent to the Total Payment (the refund of the Total Payment is not made).

     

    IATA Agencies (BSP/ARC): The group booking will remain in GN status until the day the penalties become valid, after which the booking will be changed to HK status. The spaces and rate initially agreed will be respected during the whole process. Bookings will have the remark "NEW AGREEMENT GROUP" to identify those that conform to this flow.

    • IATA agencies will be able to make claim on your booking, according to your GDS. PNRs will be ready for claim according to the route type: 
      • Long Haul: 90 days prior to departure. 
      • Domestic and regional routes: 60 days prior to departure. 
    • SABRE and AMADEUS: The agency will be able to make the claim with the available tickets in the issuance instructions presented on the platform. 
    • Other GDS: In case of other GDS, such as Apollo and Galileo, the agency must work with passive bookings.
    • It is mandatory that all group bookings have the names, DOCS and FOID (passport number) of the passengers, as well as a PCTC (person to contact). The agency is responsible for providing the LATAM executive with all mandatory information prior to the issuance of the group.
    • On the day the TL of issuance is fulfilled, reservations will be cancelled if they do not have the necessary information. If the reservation only has a few tickets, the quotas without tickets will be cancelled.

    NON IATA agencies must issue through LATAM or indicate an IATA agency that will issue. Such indication must be made at the time of quotation. 

    Group issuances may have an associated service charge as defined for each market. 

    Before the issuance TL, the agency must send the form with names and data of passengers for issuance.

    IATA Agencies (BSP/ARC): issue in their own ticket stock, submitted to the established procedure according to its distribution system.

    • For the manual mask creation, you must verify the fare displayed on the web, the Q (if applicable), the farebasis and the issuing tour code. If a group has Longhaul and DOM/REG legs they may have to use different farebasis which will be displayed in the Farebasis and Farebasis SH fields.
    • At the time of issuance, the established standard commission (if applicable) is incorporated, which can also be viewed on the website. The net commissionable rate corresponds to the net negotiated rate and the current Q rate regulation.
    • Fees must be calculated in your GDS at the time of issuance.
    • The ticket must include in Endorsements/Restrictions "GRP/NON END NON REF CHG FEE APPLIES" and the tour code in the corresponding box.
    • Regarding the fare construction, it is enough to issue with BULK or IT fare, following this example: SCL LA X/GRU LA EZE LA X/GRU LA SCL M/IT END.
    • In the case of Peru and Ecuador, in order to issue the ticket, you must use the net fare provided through the Group's website and divide that amount by the number of equal segments of the reservation, and finally calculate the fees and taxes that correspond to the booked routes. Remember that according to the current payment voucher regulations, all tickets must be issued with the corresponding fare and taxes and must be reflected in the passenger's tickets.
    • It is mandatory to include in the issuance the rate granted, the Tour Code and the abbreviations defined in Endorsements/Restrictions, otherwise, the issuance will be subject to ADM for rate irregularities.
    • The Agency shall include the Tour Code without any additional element.

     

    All groups and series will be exempt from the collection of the surcharge by following these instructions. Any other rate or fee manipulation at the time of issuance will be subject to ADM.

    This issuance process applies only to groups or series requested by travel agencies.

     

    • Any request for reduction, change of flights must be requested through the platform and will be subject to the approval of the team involved. 
    • Name changes must be requested via email or chat. A change of 100% of the names is allowed free of charge. 
    • It is possible to make changes up to 20% of a group PNR, as long as a minimum of 10 passengers is maintained. These changes are subject to the following conditions:
      • The change is only allowed for one leg of the trip (outbound or return). It will not be allowed for one-way (OW) itineraries.
      • It is possible to revert the change to the original conditions within 5 days after analysis, provided that flights are available. 
      • For approved changes, fare difference may apply.
      • For changes requested after issuance, a penalty will also apply according to the fare rule of the ticket.
    • Up to 9 additional passengers (add pax) may be requested, which will be generated in another PNR referencing the original group. They will be evaluated under the same conditions as the original and it will be confirmed if they can be accepted on the flight. The add pax request may be approved with a different fare than the original. The issuing TL will be the same as the original group.
    • Group check-in is not available on latamairlines.com. 
    • Group check-in and seat assignment is done between 48 and 24 hours prior to flight departure by LATAM equipment. It is not necessary to request this action, since all groups issued and registered on the platform go through this process.
    • We remind you that it is mandatory to add the SSR DOCS and SSR FOID elements to guarantee check in.
    • IATA agencies (BSP/ARC) may assign seats after issuance, if the granted fare allows and according to their GDS.
    • A Tour Conductor is defined as the person accompanying the group.
    • LATAM offers this product only for Groups, it does not apply to Series.
    • LATAM can deliver a TC to every 15 passengers issued.
    • The TC is free fare, i.e., fare equal to zero.


    Requests: 

    • TC requests are made directly on our website for group bookings at www.serieslatam.com. When making the group booking, the travel agency should check the ‘TC’ box, whether it be for domestic, regional or international travel. Tour Conductor can only be added at the time of application.

    Issuance: 

    • TCs can only be issued 24 hours after the issuance of the other passengers in the group. 
    • The agency should only pay the taxes associated with this route. 
    • Each time you need to submit a request for a Tour Conductor you should contact LATAM Team during designated office hours.  The LATAM team will enter a SR OTHS YY with an authorization number that will guarantee this request, and it is mandatory to include this number in the endorsement of the ticket.  
    • IATA agencies (BSP/ARC) issue the TCs associated with a group. In the issuance mask the fare 0 will be entered, regardless of the associated booking class, and the fare basis YCG00G10. The baggage allowance will be the same as that of the group.
    • Once the ticket is issued, you should communicate this to the LATAM Group Travel Team.
    • Any request of 0 fare travel that doesn’t follow this procedure or does not inform LATAM according to the instructions provided will be subject to an AMD for the value of the full fare rate.  

    The following considerations should be taken into account by the agencies on LATAM´s group reservations:

    • Any necessary modification must be requested to LATAM, by email or platform.
    • IATA Agencies (BSP/ARC) must request the LATAM reservation claim prior to the TL of issuance.
    • Enter all names, FOID, DOCS, number of tickets and seats.
      • Issue with fare and fare basis granted, enter Tour Code and endorsements due.
      • Advise itinerary changes to your passengers. 
    • NON IATA Agencies must make full payment and send the name sheet before the defined deadline. 
    • Review all tickets issued, itineraries and names.

    Claims may be entered by any agency with GDS Sabre and Amadeus. They only need to have the reservation record to enter the claim, provided the following conditions are always met:

    • The reservation has not been issued.
    • The PNR must have TL element.
    • All segments must be confirmed.
    • The PNR must not have a previous claim.
    • It must not have OPEN segments.
    • Applies only to groups with 100% online routings (does not apply for codeshare flights)
    • There are no NO air segments involved.
    • After the CLAIM of the reservation, the agency is responsible for entering, DOCS, FOID and seats (when the fare allows) in the reservation.
    • Modifications to the itinerary (date, flight or reservation class) are not allowed from the travel agency once the CLAIM is made, it can only enter information.
    • TL extensions will not be processed once the CLAIM is done.
    • Once the transfer (CLAIM) has been made to the agencies:
      • Any request for change in the itinerary or negotiated conditions will be evaluated by LATAM and should result in a new record. You should not work on the original PNR.
      • Any modification in the passenger/segment reservation will be evaluated through LATAM, who will determine whether or not said change is applicable.

    After the PNR confirmation (with HK status), it is mandatory to file a CLAIM for the group reservation according to the established deadlines below:

     

    PNR Confirmation Policy

    Market

    Deadline HK

    DOM/REG

    60 days before flight departure

    INTER

    90 days before flight departure

     

     

    Please remember that if you file a CLAIM when the segments are in HK status and your group is affected, you will have a specific time frame to accept or reject the solution offered by LATAM. If you choose not to accept it, you can cancel the group within that timeframe without incurring any penalties:

     

     

    Schedule Change Policy

    Advance

    Deadline to Modify or Cancel without cost

    From 31 days

    Up to 7 days after the schedule change

    From 30 until issuance time limit

    Up to 3 days after the schedule change

     

     

    However, if your group is affected and you have not completed the CLAIM process within the specified period, you will lose the right to avail yourself of LATAM's Passenger Protection Policy in case of flight disruptions. In this case, the corresponding penalties will be applied.

    From May 1st, when a LATAM group or serie  is issued in  GDS, a new concept will appear, called surcharge, which will be shown as  a tax YR. This surcharge will be exempted for groups and series by following this step by step:

     

    • To issue, the travel agent will use the fare basis and current rate found on the website www.serieslatam.com in accordance with the already established procedure.
    • On the day of issuance, after having generated the manual mask according to the instructions found under the "ticketing instructions" module of the web, the current taxes of the day will be calculated in GDS.
    • Once you have the complete mask, with the rate, farebasis, tour code and taxes, the next step is to eliminate the value that appears as the YR tax. Please note that if there is any percentage tax in the fare calculation mask, such as the PE tax, it must be manually adjusted and calculated based on the fare value without considering the YR. Once the surcharge has been removed and the percentage tax have been adjusted, issue your tickets normally.

    All groups and series will be exempt from the collection of the surcharge by following these instructions. Any other rate or fee manipulation at the time of issuance will be subject to ADM.

    This issuance process applies only to groups or series requested by travel agencies.

    Thermos

    Meaning

    Add Pax

    Process for requesting additional passengers to a group.

    ADM

    Penalty Policy for Irregularities. The penalty for reduction or cancellation of groups will be charged by this means, in cases of IATA agencies.

    IATA agency

    Travel agency that has IATA registration and can make the group claim and issuance, through its GDS.

    NON-IATA Agency

    Travel agency or independent group, which does not have IATA registration.

    ARC

    Airlines Reporting Corporation. System available in the United States.

    Branded fare

    Fare types. Each Branded Fare incorporates certain benefits, such as changes, refunds and seat assignments.

    BSP

    Billing and Settlement Plan. System available in different countries.

    Claim

    Claim action. Allows the agency to take the booking and view it from your GDS.

    Check in

    Process in which the passenger and his/her luggage are checked in for boarding.

    CHD

    Child Discount. Discounted rate for children, passenger between 2 and 12 years old.

    CTCP

    Contact passenger. Note for passenger telephone contact entry.

    DOCS

    Note for passenger data entry.

    DOM

    Domestic. Travel within the same country.

    Fare basis

    Fare basis. An acronym that serves to identify the main characteristics of the fare. The LATAM format has 8 alphanumeric

    alphanumeric characters.

    Feeder

    Offline flights. Flights of other companies associated to a group.

    FOID

    Note for entering the passenger's passport number and nationality.

    GDS

    Global Distribution System. Distribution system used by travel agencies to create reservations.

    GN

    Flight status. Flights confirmed, but not ready for issuance.

    KK or HK

    Flight status. Confirmed flights, ready for issuance.

    LH

    Long Haul. Trips that are made between geographical areas.

    OW

    One Way. One way trip.

    PNR

    Passenger Name Record. Reservation code. Itinerary information stored in the reservation system with an identifier code containing six letters.

    Q

    Queue. Surcharge: charges specified in the tariff construction relating to the fuel charge, security, can be identified with the letter "Q", and these are broken down in the tariff construction as "YQ" and "YR".

    REG

    Regional. Trips within the same geographical area.

    RT

    Round Trip. Round trip.

    SH

    Short Haul. Regional or domestic travel.

    SSR

    Special services request. Note for request of special services.

    TC

    Tour conductor. The person in charge of the group. In groups, the TC granted is a passenger who does not pay fare, only taxes.

    Tour Code

    An acronym intended to identify the approved group and conditions. It usually begins with the letters IT.

    TL

    Time Limit. Time limit. Date established for a certain action.