Globally aligned T&Cs for group bookings

Group bookings prior to 31 March 2025

Groups are 10 or more people* travelling in economy, 7 or more people* travelling in premium economy or business.

*Excluding infants under 2 years of age at time of travel

AGM (Amadeus Groups Manager) is our Groups tool handling all British Airways Group booking requests for our trade partners. It provides the flexibility of enhanced Groups inventory, ease of booking and enables you to obtain Groups quotes via your own GDS. 

Groups booked within the same 24-hour period: when making group bookings, you should request the total number of seats required at the same time. If you book several groups within a 24-hour period for the same day of travel and on the same flight, this may be flagged as system abuse and the PNR may be cancelled. We run regular reports to detect this type of activity.

Due to a delay in system development, we are not currently able to accept any bookings including other oneworld carrier sectors. However, you can still book itineraries involving American Airlines and Iberia when booked in conjunction with a BA flight sector.

As an IATA agent you can also create group bookings without AGM access. Please follow these steps:

• Create a group booking in the relevant class (see Groups GDS prompt guides for support). Please note that without AGM access the segment status will go to UC status when the booking is ended.
• Add an RM remark for our Groups Team to provide a price quote and send the PNR to our relevant Group country queue.
• Our Group team will re-add the flights in HN status (based on availability) and add the price quote for you.
• If you accept the price, enter SKGPCQBA - AGM/10 which will confirm the seats and automatically add the relevant deadlines.
• Ensure you add the relevant keywords and adhere to the deadlines to avoid the booking from auto-cancelling (see section Group booking rules).

Content in this page

• Group bookings
• Groups booking rules
• Groups GDS prompt guides
• Groups booking system – frequently asked questions and troubleshooting
• API requirements for Groups
• Seating for Homogenous & Non-homogenous Groups
• Manage My Booking (MMB) for Groups
• Booking extra seats (CBBG/EXST)
• Groups excess baggage & special clearance items
• How to contact us

Group bookings - the basics

Definition

In our World Traveller and Euro Traveller cabins, a Group is 10 or more people travelling together, to the same destination. This requirement differs by cabin:

 *Excluding infants under 2 years of age at time of travel

Benefits

If you make regular Group Bookings (at least 3 flown group bookings per year), our Group booking service puts in you in control. Access to an automated booking tool 24 hours a day, 7 days a week enables instant quotations to be received. We also offer an automated payment facility via the entry of remarks in the booking.

Preferential contract terms in addition to above include ticketing and names at least 7 days before departure. We can also offer Group check-in and block seating for your Group.

Bookings will not be accepted via telephone and must be set up utilising your GDS prompt guide.

If Group Bookings are less frequent for you, please make your Group bookings using the Group GDS prompt guides (see separate section on this page) and contact our Groups Department for a price quote (contact details can be found in the Groups section on our contact us page).

You can make bookings for all flights operated by British Airways and our franchisees (excluding codeshare flights not operated by British Airways). If you need to book segments on other carriers, please contact them directly, as you will be unable to do this using AGM (Amadeus Groups Manager tool). Ensure you add an RM element into the booking, with the requested flight, date and routing.

Executive Club Members travelling on a Group booking can earn the usual amount of Avios and Tier Points applicable to their route, tier and class of travel. Avios cannot be redeemed for a Group booking. Group bookings are NOT eligible for On Business points.

Calculate Avios and Tier Points on ba.com

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Groups booking rules

British Airways is pleased to introduce two new group products. New terms and conditions are applicable for all new group bookings.

Default:

Effective 10 September 2018, improved standard terms and conditions will allow more flexibility and simplicity.

Instant Purchase:

Our new group product effective 17 September 2018, offers you better rates, as long as there is full commitment (payment) within 5 days of making the booking.

The 'Instant Purchase' product is only available for bookings made at least 30 days prior to departure.

Discounts will vary but could be up to 20% lower than the standard Groups fare, subject to availability.

If you want to take advantage of the new 'Instant Purchase' product, make your group booking in the normal way and then queue the PNR to the special queue below with a message asking for the product 'instant product'. We will then send you a new offer (price plus Terms and Conditions) which you will have to accept or decline. Once you accept the offer, we will change the product.

Ensure you use the correct queue as this varies by country:

British Airways Group Queues per country

For full Terms and Conditions of all products, please refer to the table below.

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Groups GDS prompt guides

Amadeus reference guide

Sabre reference guide

Galileo reference guide

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Groups booking system – frequently asked questions and troubleshooting

The Groups booking system AGM (Amadeus Group Manager) is the primary channel of contact between you and our Groups team and should be used for all booking processes, service and support requests.

The Groups booking system is able to support you with booking your Group and any servicing requests you may have so please check that the entries you use are accurate as detailed in the prompt sheets contained within these pages. Any response to you will be automatically sent in your booking and so it’s vital that you continue to end your reservation and retrieve it to check for any update or responses. Once you’ve submitted a request, there’s no need to chase a response or call us, you’ll receive a response in the booking.

If you want to know more about a response you’ve received or you have other queries, please refer to our frequently asked questions and troubleshooting guide.

Access to the Group Booking tool AGM will be granted upon request to agencies that regularly make Group Bookings (at least 3 flown Group Bookings per year) and we reserve the right to withdraw AGM access if the minimum requirements are not met.

If group Bookings are less frequent for your agency, you will also be able to make Group Bookings without access to the automated tool. Follow the GDS prompt guides to make a Group Booking and contact our Groups Department for a price quote, the details can be found in the Groups section on our contact us page.

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API requirements for Groups

Industry standard entries

Group bookings have specific GDS entries to provide Advance Passenger Information (API) for multiple passengers on a booking. It’s a mandatory requirement to use the industry standard entries for this data to be inserted into the PNR. These entries will enable you to provide all API data:

• SRDOCS
• SRDOCA
• SRDOCO

The SRDOC entries replace the original RMPSPT formats that were previously used.

All API entries can be found in the respective GDS quick reference guides found in Group Booking GDS Prompt section above.

Some or all of the following details will need to be supplied dependant on the country of travel:

• passenger's full name (as it appears on your passport)
• passenger's date of birth
• passenger's gender
• passenger's nationality
• passenger's passport number
• passenger's passport expiry date
• country that issued the passenger's passport
• passenger's country of residence

Additionally, when travelling to the US, the following information will also need to be provided for each passenger:

• destination address of your passenger's first night’s stay
• Alien Registration Number (Green Card) for those who have US residency
• Traveller Redress Number if they have one (this enables travellers who have experienced problems entering the US to avoid future difficulties)

If a booking is made within 72 hours of departure, full API data must be provided at the time of booking. If API data is not provided at least 72 hours before departure, the passenger may be refused for the flight by the Transport Security Administration (TSA) of the USA.

For further information on TSA requirements, please visit the TSA website

Travelling to the US - ESTA

If your Group are citizens of a country covered by the Visa Waiver Programme (such as the UK) then they’re able to travel to the USA without a visa provided they hold a valid Electronic System Travel Authorisation (ESTA) and meet the requirements of the programme.

In addition, they’ll need to have a valid e-Passport along with their ESTA. e-Passports include an integrated computer chip capable of storing biographic and biometric information, such as the digital photograph of the holder. An e-Passport can be identified by the 'chip' symbol on its front cover.

There are a few instances where passengers are unable to travel to the USA with an ESTA and information should always be checked before applying or travelling.

Further information on Passport, Visa and Health requirements, the Visa Waiver Programme and ESTAs can be found on ba.com

Travelling to Canada—eTA

Unless a passenger is a US citizen or they need a visa to enter Canada, they’ll need to apply for an Electronic Travel Authorisation (eTA) before they travel. This requirement includes all British citizens. There’s a ’per person cost’ of an eTA and the validity is five years, or until their passport expires.

Further information on Passport, Visa and Health requirements, the Visa Waiver Programme and ESTAs can be found on ba.com

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Seating for Homogenous & Non-homogenous Groups

Customers travelling together as a group or party that would like to have seats booked and allocated together are referred to as Homogenous Groups. The remaining group customers are referred to as Non-homogenous Groups (eg. Tour operators).

We recognise that Non-homogenous Groups are unlikely to show up at the airport and travel together as a group and therefore have different needs in terms of seating. However we prefer to pre-seat both types of groups. Non-homogenous Groups are able to use the Self Service Kiosks at airports worldwide. 

Homogenous Groups

For groups of 40 or less passengers, there is the option to obtain block seating prior to departure. Seats can be allocated between –7 days and –96 hours prior to departure. At –96hrs prior departure all seat maps are transferred to the airport check-in mode and no changes can be made at our local offices or at the airport. For customers travelling from London Heathrow Terminal 5, our staff at Groups check-in area zone G will be notified in advance of the group and a specific desk will be made available.

At the time of booking you should queue the PNR to NICBA0102/50C1 (this queue is valid for all countries). A robotic will validate the Groups PNR for essential criteria and add a time review for seating (OP) which will queue place the booking immediately, for action at –7 days before departure. A robotic will read the queue and:
a) validate the presence of an authenticated IATA number, a valid class of group travel and a live itinerary where seat allocation is permitted
b) add NGST keyword for block names
c) remove seating OP time limit
d) queue the PNR back to you

Upon entering all names in the booking you will be able to allocate specific seat numbers to the named passengers. At –96hrs all un-named seats allocations will be released from the block. If passengers are named but not allocated a seat number the remaining individuals will be seated automatically in alphabetical order.

Non-homogenous Groups 

Bookings will have access seat maps and pre-assign seats 4 days prior to departure for each flight. Customers can use the Self Service Kiosks at airports worldwide.

At the time of booking you should queue the PNR to MANBA08NH/87C3 (this queue is valid for all countries). A robotic will validate the Groups PNR for essential criteria and add a time review for seating (OP) which will queue place the booking immediately, for action at –4 days before departure for each eligible flight in the itinerary. A robotic will read the queue and:
a) validate the presence of an authenticated IATA Number, a valid class of group travel and a live itinerary where seat allocation is permitted
b) add GSST keyword to allow opening the seat map
c) remove seating OP time limit
d) queue the PNR back to you

Upon entering all names in the booking you will be able to allocate specific seat numbers to the named passengers choosing from a normal seat map. Seat allocations must be repeated for each eligible flight in the itinerary at –4 days before departure of each flight.

Frequently asked questions

Q1. Can we request a seating block for ‘Homogenous Groups’ by sending the PNR to a specific queue?

Yes, in Europe the trade need to send the PNR to queue NICBA0102/50C1 making sure that the following information is inserted:
- AP IATA 1234567
- HK status
- Correct booking classes (G, I, T, A)
- British Airways flight number

If this information is not correct or incomplete, the robotic will queue back the PNR to the queue 0 of the OID of the trade booking. The PNR will show: 'Seating rules failed'. You need to correct/complete the PNR, delete the 'Seating rules failed' remark and queue it again to NICBA0102/50C1.

If the information is correct, the PNR will be sent back confirmed with a seating block at –7 days prior to departure to the originator.

Q2. What happens after I queue the group PNR?

From date of booking up until 8 days prior to departure (or 5 days for Non-homogenous Groups) nothing will happen unless the PNR is missing any information or is incorrect. In that case, you will receive it back for correction to your queue 0. The error message inserted in the PNR will be “Seating rules failed”. This remark needs to be removed from the PNR before you re-queue it to NICBA0102/50C1 for Homogenous Groups (or MANBA08NH/87C3 for ‘Non-homogenous’ Groups).

If the PNR is correct nothing will happen until – 7 days prior to departure when you will receive the seating block for ‘Homogenous’ Groups (or –4 days prior to departure of each flight to access to the seat map for ‘Non-homogenous’ Groups).

Q3. How many passengers can be seated under the new policy?

Homogenous Groups: you can request allocated block seating for each group booking between 10 and 40 passengers.
Non-homogenous’ Groups: you can request seats for groups of any size

Q4. What happens if my Homogenous group is larger than 40?

The maximum group size for pre-seating is 40. For larger groups, you should split the bookings into multiples of 40.

Q5. What happens if block seating for a Homogenous Group is not requested?

The group will continue to be offered seating at check-in. However, groups travelling from London Heathrow Terminal 5 may experience queues and delaysat the airport. 

 … and what happens if pre-seating for a Non-homogenous Group is not requested?

The group will continue to be offered seating at check-in, but will not be able to use Self Service Kiosks so may experience queues and delays at the airport.

Q6. What do I need to do when I receive the seating block?

You will receive the seating block at –7 days and it will be available for you until –96 hours prior to departure. A NGST keyword will be inserted by the robotic and remark will be added to the PNR: 'Groups seating block assigned- individual seat allocation required before –96 hrs'.

The block will be available from –7 days until –96 hour prior to departure by entering SMG (+segment number for Amadeus users). A mini map for the block will appear and you can assign seats to specific passengers with the usual seating entries.

For Non-homogenous Groups you will receive the booking at –4.5 days before departure of each segment. A GSST keyword will be inserted by the robotic and remark will be added to the PNR: 'SEATMAP WILL OPEN AT -4.5 DAYS FOR BA flight/date. PLEASE PREASSIGN YOUR SEATS'. Seats for Non-homogenous Groups can then be assigned using your normal GDS seating entries.

Q7. Do I have to assign seats to all passengers? What happens if I do not do so?

If you have not allocated all seats within the block at –96 hours prior to departure, the robotic will automatically assign any remaining seats alphabetically. This is an automated process and the alphabetical seat allocation by the robotic cannot be changed or edited by our local offices or at the airport.

Nothing will happen for Non-homogenous Groups. Passengers will still be offered seating at check in but may experience queues and delays at the airport.

Q8. Will I get a seat block if I queue a PNR less than 7 days prior to departure?

If you queue a Homogenous Group PNR for block seating at –5 days prior to departure and it contains all the right information, you will receive a seating block if seats are still available. However, you will have less time to seat all names in the PNR.

IMPORTANT: If a Homogenous Group booking is sent less than 7 days prior to departure and it is rejected, no seat block will be available even if the PNR is corrected and re-queued. The following remark will be displayed in the PNR: 'Group block seating not available for all requested segments'.

Q9. What happens if no names are inserted in the PNR?

If the booking is not fully named at –96 hours prior to departure, the seating block for a Homogenous Group will be lost and seating will only be assigned at check-in. Similarly, for Non-homogenous Group, seats cannot be assigned to unnamed travellers.

Q10. What happens if a Premier, Gold or Silver Executive Card holder is travelling?

If a Premier, Gold or Silver EC card holder is travelling you can allocate a seat to the card holder at the time of booking as long as the passenger’s name is in the booking and the Executive Club profile has been added. Please be aware that this can only be done if the booking has not been queued to NICBA0102/50C1 for block seating (or MANBA08NH/87C3 for Non-homogenous Groups) - once it has, the facility to allocate a seat to applicable Executive Club card holders will not be available.

You are able to split PNRs for eligible customers, who are able to choose their own seat at time of booking.

Q11. Must we put the IATA number in the AP?

Yes, it is compulsory. Otherwise the robotic will send you back the PNR rejected to for correction. The format is: AP IATA 7 digits IATA number.

Q12. What happens if the itinerary changes after I queued the group PNR?

If the PNR has been queued to the robotic before the 7 days from departure (or 4.5 days for Non-homogenous Groups) and the itinerary has been changed the PNR needs to be resent to queue and the robotic will process the PNR change.

Q13. Does the system work on franchise operated flights?

The Groups seating process works with British Airways flight numbers whether operated by a franchise or a subsidiary. However, it does not apply to codeshare bookings.

Q14. Will the entries for allocation of seats be exactly the same as those used for individual PNRs?

Yes. You can access the seating block for Homogenous Groups with SMG plus the segment number. Within the block, and for Non-homogenous Groups the entries are the same as in individual PNRs (ST…). Please refer to GDS prompts above.

Q15. Will the robotic send me for Homogenous Groups the mini seat map for the first sector only?

No. At –7 days before departure, the robotic will send you the PNR with the mini seat maps for all the sectors in the PNR if they are BA flight numbers. Code-shares will not show the seat map. However ‘Non-homogenous’ Groups bookings will be queued to the travel partner 4.5 days before departure of each flight and pre-seating will be allowed for that flight only.

Q16. After I sent the PNR to NICBA0102/50C1, is there a way of stopping the group seating request?

Yes. If you need to stop the block seating being allocated to your PNR delete the OP time limit that appears after you first queued the PNR to NICBA0102/50C1 or MANBA08NH/87C3.

Q17. Will passengers be able to change their seats once allocated?

Once the seats are allocated and sent to the airport check-in system at –96 hours no seat changes are possible. The local BA office or the airport will not be able to change a seat for a passenger.

Q18. What happens if we name change after the individual has been given a seat number from the group block (before –96hrs) or from a seat map for ‘Non-homogenous’ Groups?

If a passenger name is updated the new passenger will be allocated the same seat number. If a passenger name is cancelled with the save space option the seat number will be released from the group block and the new passenger name will not have a seat allocated. Once the seating has moved over to check in (-96hrs) we are unable to amend seat numbers.

Q19. What do I need to do if the PNR I sent to NICBA0102/50C1 for Homogenous Groups or to MANBA08NH/87C3 for Non-homogenous Groups is rejected?

If you receive a rejected PNR onto your queue 0 it is because the format of the entries used are incorrect or information is missing. Please check PNR checklist provided. A 'Seating rules failed' remark appears in the PNR which needs to be removed before re-queueing the PNR.

Correct or complete the information and re-queue the PNR. If it is correct you will receive a confirmation to your local queue 0 (at –7 days before departure for ‘Homogenous’ Groups or –4.5 days before departure of each flight for ‘Non-homogenous’ Groups) with some seating remarks and keywords. Just enter SMG+segment to retrieve mini seat map for ‘Homogenous’ Groups and normal seating entries for ‘Non-homogenous’ Groups.

If a PNR is queued less than 7 day prior to departure and it is rejected, please do not queue it again as a seat block will never be provided. The following error remark will appear: “Group block seating not available for all requested segments”.

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Manage My Booking (MMB) for Groups

Group customers can access MMB and use on-line check-in via ba.com.

PLEASE NOTE THIS IS FOR TICKETED PNR’s ONLY & the following must be strictly adhered to:

• Ensure all APIS data etc is entered before ticketing.
• Split the PNR down to volumes of 1-9 passengers. If there are Young Adults, Children or Infants travelling then these must be split to so that they are travelling on the same PNR as Adults, they cannot be on a PNR of their own. If there’s an infant travelling that’s not occupying a seat, then only the associate Adult counts towards the 1-9 passenger restriction.
• All passengers must have given consent to the agent that other passengers can see their details, irrespective if they know each other or not.
• The agent has to enter the YLDD keyword in the group PNR (Passenger Name Record). The keyword should be entered in the following formats:

The free-format TEXT portion of the keyword is not mandatory but does allow the agent to record their own details of who has provided consent, if required.

• By entering the YLDD keyword this indicates that the Travel Agent has secured consent from the passengers and was provided permission for personal details to be shared with others in the same group PNR.
• When trying to access MMB and the booking is less than 9 passengers but does not have the specified keyword the customer will see a trade specific messaging informing them to speak to their agent to be able to gain access.
• When accessing MMB, so long as the booking is ticketed, a trade group booking should work in a similar way as a standard trade booking does today with similar restrictions.
• Even though BA Executive benefits do not apply to Group bookings, any member wishing to add their Executive Card within the PNR, should be split away from the main booking. Executive card numbers should not be added into the main Group booking. All customers can use MMB to check in, if the above process has been followed.

• Additionally, Group bookings are not eligible for On Business points
• The Groups teams are not able to support with any queries or faults that arise through the use of MMB or OLCi.

Group Seating:

Customers travelling on Group bookings are not able to purchase seats in Manage My Booking functionality on ba.com. Due to this constraint, we have specific guidelines for seating on Group bookings.

View our seating reference guide for more information on seating for Groups

• The FREE Groups seating proposition is still available - the details of which can be found on BA Travel Partner Connect.
• The Free Groups seating proposition is not combinable with paid seating and failure to adhere to this this will result in any seats purchased being removed by the seating robotic tool. Should this occur you will still be liable for the cost of the seats.
• Should you split your group down to allow access to MMB then it is unlikely that your whole group will be seated together under the FREE Groups seating proposition.
• If you opt to utilise the FREE Group Seating proposition (Seat Block or Seat Map), and then split the PNR to groups of 9 or less (as per the instructions above) the passengers will be able to access MMB for on-line check-in only.
• If a customer wishes to purchase PAID for seating, you MUST SPLIT these passengers off the main PNR before you Q the remaining passengers/PNRs to BA groups for seating. Once you have Q’d a PNR (for Seat Block or Seat Map) you CANNOT then split the PNR to enable anymore passengers to purchase seats. Failure to do this could result in any purchased seats being cancelled in the system.

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Booking extra seats (CBBG/EXST)

An extra seat enables customers to enhance their personal space on board or travel with high value items such as musical instruments in the cabin. 

The correct SPECIAL SERVICE REQUEST (SSR) should be added into the PNR: 

Creating a new PNR with additional seats

• When creating a new group, include the total group number, including any extra seats, example 15 passenger & 5 celli (cellos) book 20 seats.
• CBBG or EXST pay’s the same fare as the passenger.
• Passenger and CBBG name is not required when you place your request. We recommend you add these names to your booking as soon as possible once group space is confirmed.
• Ensure the names are added using the correct IATA standards for these passenger types, if unsure check with your GDS.
• Add SSR CBBG (Item+ weight + dimensions) and associate to the passenger.
• BA system will evaluate the SSR code and confirm space if the description and weight/dimensions have been included.
• If EXST is required add reason, such as for comfort.
• During the next 24-48hours, BA system evaluates seating requirements and allocates the necessary seating depending on the SSR request. Example for CBBG-Cello, a window and adjacent seat will be blocked. The seating at this stage is for the passenger and additional seat only.
• Once the service for CBBG or EXST is confirmed it is recommended that you split the passenger and additional seat from the main group.  Where the intention is to apply group block seating, this will not take place if the PNR contains CBBG or EXST.
  • If the group prefer individual seating, you are not required to split the passengers with CBBG or EXST from the main group.

Ticketing

• We require only 1 ticket for the passenger and additional seat.
• CBBG or EXST fares are collected on pax ticket as Q surcharge.
• Adjust the pax fare mask to include mandatory ticketing entries below, for the additional seat.
• Fare basis must show 2-character ticket designator CB or EX.  This is added to the end of the existing fare basis by applying a / or space to separate, e.g. GUQ CB
• The CBBG and EXST price is the same as the pax fare (excluding taxes) and is added to the passenger ticket as Q Surcharge into the linear fare breakdown as 0.00 value, e.g. MAN BA LON Q0.00 M/BT END
• Carrier imposed charge must be modified to the date of booking confirmation, in line with the terms of your contract 
• It is essential that:
  • Your endorsement line includes the following information in the exact format 153678/L/7799 NON REF/NON END/VALID FLT DATES ONLY/Q SURCHARGE FOR 1 X CBBG FOR CELLO  
  • Your tour code box should include the unique reference that is applied to your booking and can be found in the remarks and tour code line of the PNR, e.g. RM BA01234567 FT BA01234567

Important

Where tickets have already been issued and additional seat is requested and confirmed, apply the same mandatory ticketing points shown above and reissue passenger ticket (FOC).

Name changes with CBBG and EXST

Remove the passenger and associated seat names. The group size will be retained. The following entries must be actioned in this specific order for the process to complete correctly.

1. Remove the passenger and associated seat names.   Example of Amadeus entry,
2. 9-10G (9-10 relates to the passenger number, G retains the seat)
3. End transaction
4. Retrieve PNR
5. Add new passenger name with CBBG or EXST as per your GDS instructions.
6. Add SSR CBBG (Item+ weight + dimensions) or EXST and associate to the passenger.
7. End transaction

• Same process can be followed if we are replacing the CBBG or EXST with another passenger.  Remove passenger and CBBG or EXST. Associated SSR will remove automatically and end transaction. Group PNR size is retained, and new names can then be entered.
• The above is subject to your group terms of contract for name changes. 

Adding CBBG or EXST to existing ticketed Group PNRS

• If additional seats are required for large items or passenger comfort, please refer to the ‘Manual Handling’ section in your relevant GDS prompt.

Adding CBBG or EXST for other carriers

For interline journeys, sector fares apply and the customer will need to book non BA sectors directly with the operating carrier.

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Groups excess baggage & special clearance items

Customers travelling on Group bookings will NOT be able to purchase excess baggage in Manage My Booking on ba.com

Musical instruments that don’t require an extra seat but do require clearance due to their size and/or weight should be booked as below.

If a Group has excess baggage totalling 150kgs or more, then you must obtain advance clearance for the items. Clearance is also subject to aircraft capacity limits.

All requests for excess baggage or special clearance items should be made at the time you make your booking or as soon as you’re made aware of the requirement.  Late requests may not be considered.

Items of baggage that require special clearance, e.g. sporting weapons, will also need to be requested by the following process in line with these same timescales.

To request clearance you need to add a Service Request entry to the PNR to summarise the total number of items and combined total weight, e.g. SERVICE REQUEST-25 X SNOWBOARDS/163KGS. The Service Request keyword should be added appropriate to your GDS prompt.

Please refer to the baggage information held on https://www.britishairways.com/en-gb/information/baggage-essentials

We require full details of each separate item, including individual dimensions (height x length x depth) and individual weight of each item in kilos. Each item needs to be listed separately as a remark in the PNR.

Once you’ve submitted these details, you’ll receive a response back in the booking stating RM SERVICE REQUEST RECEIVED. BA GROUPS WILL RESPOND TO YOUR REQUEST IN THIS PNR ASAP. DO NOT CALL TO CHASE. This means that the Groups Team are liaising with the British Airways Cargo Clearance Team and will reply when we have a response. Please check your booking for a response.

Musical Instruments (other than cellos)

If you require clearance for a large quantity of musical instruments or a double bass, this will also be subject to advance clearance and subject to availability and aircraft capacity limits. These items should be requested in the same way as detailed above.

A double bass is only able to travel in the hold, and we are only able to load a maximum of 2 x double basses in our aircraft holds, irrespective of aircraft type.

If you require an extra seat for a Cello, this should be booked as occupying an extra seat and clearance requested using the entries detailed in the Booking extra seats (CBBG/EXST) section above.

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How to contact us

Please find your relevant number in the Groups section on our contact us page.

Our Groups team are unable to assist you with GDS related queries. These should be directed to your GDS Helpdesk. 

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