+61(1800) 407 707 Virgin Australia Group Booking: Guide Step By Step
Siddharth Pandey
<charliealex404@gmail.com>Virgin Australia Group Booking Policy: Guide
At Virgin Australia Charter, we specialize in crafting customized air travel and ground arrangements for group events of all types and sizes. As specialists serving business meetings, special interest tours, school excursions, sporting teams, and more, we have established policies to ensure smooth coordination from inquiry to post-event.
Outlined below is an overview of our group booking process, terms and conditions, payment protocols, and change/cancellation guidelines when partnering for your important occasions. We aim for fully transparent expectations, so you can book our charter services with confidence.
Inquiry Process
When first contacting Virgin Australia Charter regarding group travel, a designated corporate sales agent will inquire about your occasion date(s), destination(s), estimated attendees, and services required, such as:
Chartered or blocked aircraft seating
ground transportation
Hotel room blocks
Event production: catering, rentals, decor, etc.
We gather key details to determine viable options across our network of aviation, hospitality, and venue partners. Commercial rates vary based on seasonal demand and lead times, but Virgin engages preferred suppliers at specially negotiated group prices year-round.
Within 5 business days, your agent will present a custom proposal summarizing recommended packages for airlines, hotels, and other services tailored to your group specs and budget. This non-binding quote allows you to review offerings before committing funds to book travel.
Virgin Australia Group Booking Process
Once your organization agrees in writing to the terms of a specific proposal, your agent will begin securely sourcing availability with Virgin Australia Charter partners to confirm the arrangements outlined.
Group Size Minimums
Chartered aircraft bookings require 100+ passengers.
Hotel room blocks require 30+ room nights.
Ground transport requires a 25+ passenger minimum charter.
To guarantee availability, an initial deposit is required within 14 days of proposal acceptance, consisting of:
10% aircraft charter fees + 20% estimated taxes
Vendor deposits: hotels, transport, caterers, etc.
At 45 days pre-travel, a second deposit is due, amounting to:
90% of charter airfare and 100% taxes
50% payment for hotel, ground, events, etc.
Payment Terms
Virgin Australia Charter accepts company checks, wire/bank transfers, or major credit cards for deposits and final payments. All funds are processed in Australian dollars unless specially quoted.
Outstanding balances are due 21 days prior to the scheduled charter departure date.
Any added charges during travel will be billed post-event and due NET 15 days from receipt. Late payments incur 2% monthly interest fees.
Terms & Conditions
Standard terms are below; full details are available separately in our group contracts.
Guests
The client is responsible for communicating all policies, payment information, and travel protocols for the group to attendees. Virgin Australia is not liable for inaccuracies relayed second-hand.
Guest manifests are required with flight seating assignments and special service requests due 30 days before travel. Changes within 72 hours may not be accommodated.
Revisions
Amenities, vendors, and services are subject to change based on availability at the time of booking.
Minor attendance or order increases or decreases may be allowed up to 30 days before the event at Virgin Australia's discretion, and rates may differ from the proposal. Added guests cannot displace confirmed bookings.
Cancellations
Should the client cancel travel more than 90 days before departure, deposits shall be refundable minus the $500 fee plus any vendor cancellation costs owed.
Cancellations within 90–45 days equate to a loss of all deposits paid.
44 days or less forfeits 100% contracted fees for charter air, hotel, and services per cancellation policies.
Insurance
Virgin Australia Charter strongly recommends clients insure group bookings for potential postponement, cancellations, or issues causing lost event expenses, especially for peak seasons or factors like weather.
Insurance costs range from 7–10% of the total booking value, depending on policy tiers and company. Ask your agent for assistance.
In Summary
Virgin Australia Charter provides excellent value, savings, and reliability for private air charters, hotel room blocks, and ground transportation, given our negotiating power across hospitality networks.
To secure availability and preferred pricing at the time of booking, deposits must be placed in advance per the quotation terms agreed upon. Policies protect both the client and Virgin Australia from losses should contractual services no longer be required post-booking.
We aim for fully transparent processes and policies so our corporate clients can proceed confidently with their group occasions, trusting our nearly 25 years of charter experience. Please reach out with any questions or to proceed with booking your next group excursion with Australia’s preferred carrier.