WestJet Vacations Groups

Updated September 6, 2022

The WestJet Groups team is currently experiencing a high volume of requests and is prioritizing requests based on travel dates.

We appreciate your continued support and thank you for your patience.

For travel agents booking a WestJet Vacations group of ten or more guests, we have created this document to provide further information on how to self-serve your group bookings. Below, you’ll find answers to some frequently asked questions.

Contents

General

Groups payment

WestJet Dollars and Travel Agent Incentives

Changes and cancellations

Instant quote tool

General

Q: How many guests do I need to qualify for a group vacation?
A: To qualify for a group booking, a minimum of 10 adults and five hotel rooms is required for group pricing. Some hotels require a minimum of 10 rooms. Departures less than four months require a minimum of 10 rooms for group pricing.

Q: How many hotels and room categories can I request to be quoted?
A: To ensure an expedited quote, we do suggest limiting your initial quote to two hotels. Once your group has selected a hotel, additional room categories can be quoted. The Instant Quote tool can be used to determine general pricing and differences in hotels and room categories to assist in narrowing the group’s request.

Q: How long is my quote valid for?
A: The price is valid for up to 30 days from the initial quote date. All quoted prices are subject to availability until the deposit is made to secure the group booking.

Q: Why is the price for the same package less on westjet.com or in the GDS?
A: The price online is for an individual package and does not include bags or group amenities. Also, some hotel offers are not applicable for group bookings.

Q: Why is the child package priced less in the GDS?
A: Some hotels combine the children’s rate along with the adult fare in the GDS. In these cases, it’s important to compare the total room pricing. The price online is for an individual package and does not include bags or group amenities.

Q: Can I get a quote for next year?
A: Yes, WestJet can provide a quote for our published schedule 320 days out from the travel date, or 420 days out from the travel date for our unpublished schedule. For group package quotes that are outside of WestJet’s published schedule (more than 320 days), please note the following:

• The quote is based on the current year’s schedule and day of service and is subject to change, based on next year’s published schedule
• As the schedule is not yet published, WestJet Vacations Groups cannot provide guarantees about our schedule. Flight routing, aircraft type, day of week service, direct or non-stop service, departure or arrival time and trip duration are all subject to changes based on our published schedule at the time of travel

Q: Can I add premium seats for some of my clients in the group?
A: Premium seats can be added to a group booking, but are an instant purchase. Rates are subject to change until the seats are secured and the booking is complete. The full amount of air travel (including taxes) plus the deposit of $150 CAD is required for each Premium seat booked. The clients’ names and date of birth as shown on their passport, are required at the time of booking.

Q: Can I add additional guests to a group quote?
A: Group rates are based on the number of seats and hotel rooms requested. Adding additional seats or rooms may change the group price.

Q: Can I add additional guests to a group booking?
A: Once the initial booking has been made, additional hotel rooms or seats can be added at the current price.

Q: What destinations do you offer group bookings to?
A: We offer group rates to Cancun, Riviera Maya, Huatulco, Puerto Vallarta, Los Cabos, Punta Cana, Puerto Plata, Samana, Jamaica, Nassau, and Costa Rica.

As well as Sandals Resorts and Beaches Resorts in Antigua, Barbados, Saint Lucia and Turks and Caicos.

Q: Why are some hotels not available for group bookings?
A: Hotels are selected to be part of our group offering based on their group amenities, pricing, terms and conditions and group demand.

Q: Where can I find information on entry requirements and COVID-19 restrictions?
A: Visit westjet.com for the most current information on entry requirements and travel advisories.

Groups payment

Q: What is the deposit for group bookings and when is it due?
A: For group bookings, a deposit of $150 CAD per guest is required at the time of booking and the full amount is to be paid 60 days before the travel date. For wedding groups, we are pleased to offer a wedding couple deposit of $300 CAD that secures 40 seats and 20 hotel rooms. This deposit secures travel and accommodation for 90 days or 120 days before the travel date, (depending on which comes first). After 90 days or 120 days before the travel date, all guests attending the wedding will need to pay the $150 CAD deposit. For groups over 40, a deposit of $150 CAD per guest is required at the time of booking.

Q: Are the rates commissionable?
A: No, the rates are net non-commissionable. However, we do allow net or overpayment for WestJet Vacations Group files.

Q: Does the price include transfers?
A: Yes, shared transfers are included in the price. Private transfers are available at an additional cost.

Q: Is checked baggage included in the package?
A: Yes, one checked bag is included in the package price. Additional baggage information can be found on westjet.com.

Q: When is the final payment due for a group booking?
A: Full payment for a group booking is required 60 days before the departure date unless advised differently at the time of booking.

Q: Can the group do seat selection prior to their travel date?
A: Complimentary block seating is included. If individuals within the group would like to book a specific seat, an advance seat selection fee will apply. Guests can choose their seat for free during check in, 24 hours to 60 minutes before their scheduled departure.

Q: What is WestJet’s tour conductor policy?
A: Book packages for 15 adults and the 16th package is free (including air, hotels and shared transfer) air taxes are applicable. At a maximum of two free packages per group. The tour conductor amount is calculated on the least expensive adult package price at the time of final payment.

Q: Can I combine the hotel’s tour conductor policy with WestJet’s?
A: No, the group can apply the hotel’s tour conductor policy (not including the air or shared transfers) or WestJet’s tour conductor policy.

Q: When is the overpayment settled?
A: The overpayment will be settled with the agency within 14 days after the group’s departure. The overpayment will be sent by cheque.

WestJet dollars and travel agent incentives

Q: Can a guest use WestJet dollars for a group?
A: No, WestJet dollars cannot be applied to a group booking. WestJet dollars can only be used for individual vacation packages or on air-only bookings.

Q: Do guests earn WestJet dollars on a group booking?
A: No, guests do not earn WestJet dollars on a group booking.

Q: Can a guest in the group use their WestJet status benefits when travelling as part of a group booking?
A: WestJet Rewards amenities and benefits are not applicable for group bookings.

Q: Is there an incentive or bonus for travel agents booking WestJet Vacations Groups?
A: Yes, there is a booking incentive for travel agents, 100 WestJet dollars for every 10 adult guests booked in a group, to a maximum of 50 guests per group. Here are a few things to note:

• WestJet dollars earned through this offer are valid for one year
• You can earn a maximum of 3,000 WestJet dollars per year
• This offer is valid on group vacation packages only
• Once your group has travelled, email grouprewards@westjet.com and include the following details:
  • Name of the group
  • Total number of adult guests in the group
  • Travel dates
  • Group booking number

After verifying your booking details, the WestJet Groups team will deposit the appropriate WestJet dollars into your personal account.

Learn more

Changes & cancellations

Q: Can I do a name change to a booking?
A: Yes, name changes and corrections can be made up to 7 days prior to departure. Review below for fees that may apply.

• 22 days or more prior to departure, no fee will apply
• 21 days to 8 days prior to departure, $100 CAD fee (+ tax)
• 7 days or less to departure, no changes are permitted

Q: Can I make a change in arrival/departure dates for some of the guests?
A: Yes, changes can be made up to 21 days prior to departure. Fees and fare differences will apply, please review below.

• More than 60 days prior to departure, a fee of $75 CAD (+ tax) and an increase in fare
• 60 days to 22 days prior to departure, a fee of $100 CAD (+ tax) and an increase in fare
• 21 days or less to departure, no changes permitted

Q: What is the policy to cancel some of the guests? Or to cancel the entire group?
A: Fees and penalties may apply:

• More than 60 days to departure – loss of deposit (see attrition policy below)

Attrition:

60 days or more prior to departure date, 20% of the guests may be released without the penalty or loss of deposit. The deposits for these guests can be applied as payment to the group file.

• 60 days to 46 days to departure: 50% of the package price
• 45 days to 22 days to departure: $250 CAD fee (+ tax) and 50% of the package price
• 21 days or less to departure: full loss of funds

Q: Can the Travel Protections plan be added to group files?
A: No, Travel Protection Plan does not apply to WestJet Vacations Groups.

Q: Does the change/cancel policy for travel affected by COVID-19 apply to group bookings?
A: Yes, it does. To review our policy for WestJet Groups and WestJet Vacations Groups, please click here.

Q: Who is the group contact in destination if there are any issues?
A: Upon arrival to the destination the transfer company will provide the contact details of a local representative in destination to assist the guests if they require it.

Q: Some of the guest’s flights were delayed, can they get compensation?
A: The guests may be entitled to certain compensation under the Air Passenger Protection Regulations. For further information, please click here.

Instant Quote tool

Q: How can I access the Instant Quote tool?
A: To access the instant quote tool, visit westjettravelagents.com and click “Book WestJet Vacations Groups” at the top of the page.

Q: What is my login for the online WestJet Vacations Groups Instant Quote tool?
A: On your first login, you will be prompted to enter the agency number you are registered with, your email address, and a password of your choice to access the tool. This will complete your account registration.

Note: Your WestJet Vacations Groups Instant Quote tool account is not the same account as your WestJet Vacations account. You will be prompted to create a login specific to the Instant Quote tool.

After your first login, you will need to enter the password that you created to get access. If you have forgotten your password, click on the “Forgot password” link and you will be sent an email to reset your password.

Once an agency is registered, the tool will pre-populate the agency name and phone number. Each agent will use their personal email and that will identify their groups separately within the agency.

Q: What can I book in the Instant Quote tool?
A: The WestJet Vacations Groups Instant Quote tool can provide quotes for the following requests:

• Bookings of 40 guests or less
• Bookings made a minimum of 4 months and a maximum of 320 days before departure
• Bookings to Mexico, Jamaica, Costa Rica and the Dominican Republic
• Bookings with up to 2 gateways
• Bookings with up to 2 different hotels
• Bookings with up to 3 room types per hotel
• Bookings with a minimum of 5 rooms

Q: What is not available in the Instant Quote tool?
A: The following are not available in the Instant Quote tool and must be submitted to groupvacations@westjet.com to receive a quote:

• Bookings of more than 40 guests
• Bookings departing in less than 4 months
• Bookings more than 320 days but less than 420 days from departure date
• Groups requiring more than 2 gateways
• Groups looking for specific flights or flights with long, multiple, or overnight connections
• Hotels or destinations not appearing in the tool
• Flights with more than one connection or routes with overnight layovers

Q: How long will it take to receive my manual quote?
A: Turnaround time for a manual quote can vary depending on the nature of the quote. Manual quotes at a minimum will be 7-10 business days. For more elaborate quotes, we will email you to let you know if the response timeline is longer. To help expedite your quote, you can complete the WestJet Vacations Groups quote request form. The Instant Quote tool can also be used to research available dates, flights, and general pricing to assist in narrowing the group’s request.

Q: My group is travelling outside of the 320 days, how can I get a group quote?
A: We can manually process a group request up to 420 days prior to the departure date. Please email groupvacations@westjet.com with all the details including the date, how many guests for air travel, hotel and room categories, and any important details for the group.

Q: Can I book multiple quotes in the Instant Quotes tool and combine them?
A: If you have more than 40 guests departing from the same location or on the same flight, a manual quote is required.

• For groups under 20 guests, you can combine multiple quotes as long as the minimum amount of guests on each quote applies.
• If you are booking multiple departure locations that do not share connecting flights, you can combine multiple quotes as long as the minimum amount of guests on each quote applies.

Q: My quote has expired, what should I do?
A: If your quote has expired, your group quote will need to be repriced and rates are subject to change.

Q: What is required to make a group booking?
A: Once you have received your quote and you are ready to proceed with your booking, please complete

the WestJet Vacations Groups booking request form. We require the lead guest’s names as well as the occupancy, room category, departure city, and dates.

Q: How will I know once my booking has been made?
A: Once we receive your completed booking request form, we will begin confirming availability for your group booking. After the booking has been made, we will email you and request that the deposit be added to the file. When the deposit is received, we will email you a confirmation of your booking form for air travel and accommodation and an invoice that will list the payments applied.

Q: How can I add payment to a group booking?
A: Credit card payments can now be processed through the Instant Quote tool. Once the booking is made you will be directed to the “My Quotes” section, where there is a list of all your active quotes. Your booking will be identified as “Booked” under the status column.

To add a payment to the booking file, simply click on the “Pay Now” button, and enter the credit card details for each payment and select the “Apply Payment” button to complete.

If paying for a group booking via e-transfer, please email groupvacations@westjet.com to notify the team of payment and include the booking number and travel dates.