How to get a large group through airport check-in

What should you arrange before departure day?

Most check-in problems for groups trace back to something that could have been fixed weeks earlier. Our guide to how group flight bookings work covers names, deposits and deadlines. For the airport itself, confirm these in writing with the airline or your agent:

• Names and Advanced Passenger Information. Every traveller's passport details submitted and matching their documents.
• Check-in arrangements for groups. Whether the airline offers a group desk, advance check-in or other help, and who must be present. Virgin Atlantic, for example, says it can sometimes arrange check-in before a group reaches the airport, and can request a dedicated group desk at some airports for groups of at least 20 arriving together with a leader and passenger information. Finnair offers an advance group desk at Helsinki for groups over 20. These are examples, not a promise from every airline.
• Baggage allowances and extras. Checked-bag and cabin-bag allowances for each traveller, and any pre-booked sports equipment, instruments or production kit.
• Seating. How seats will be allocated. See seat allocation for school groups.

When should a group arrive at the airport?

Follow your airline's advice on when to arrive, as the CAA recommends, and treat it as a minimum for a group. Large parties check in and clear security more slowly than individuals, because a single problem, such as a missing document or an overweight bag, can hold up the line.

Agree a single meeting point and time, and send travellers the exact location, such as a pillar number or the airline's check-in zone. Plan for latecomers: a staff member should wait with anyone delayed, and everyone should have the leader's phone number.

How should baggage be prepared?

1. Weigh every checked bag at home against the airline's limit, not the airport scales.
2. Label each bag with the name and a contact number, inside and out. Group-coloured tags help the team spot bags at the carousel.
3. Photograph contents of shared equipment cases.
4. Separate shared items. Medication, match kit and anything the group cannot function without should go in cabin bags or be spread across several checked bags, so one lost bag does not stop the programme.
5. Declare special items in advance. Sports equipment, instruments and production kit have their own rules. See declaring oversized and special baggage.

Pre-booked baggage is normally cheaper than airport rates, and oversized items may not be accepted at check-in if they were not booked.

What happens at security?

Security staff screen each person individually, so brief the group before arrival. GOV.UK says that at most airports liquids in containers over 100ml cannot go through security, that some airports allow up to 2 litres, and that you should check the rules at the airport you are leaving from. Containers up to 2 litres are permitted at all UK airports for essential medical needs, special dietary requirements and baby food or milk.

• Tell the group the liquids rule and the items to remove from bags before they reach the belt.
• Check items such as sports kit against the hand luggage rules. Under GOV.UK rules, cricket bats and golf clubs are not allowed in the cabin but are allowed in the hold.
• Plan for medication. Staff carrying group medication should have prescriptions or a prescriber's letter.
• Keep the group together beyond security, with a headcount at a named point.

What should the group leader do on the day?

1. Arrive early and confirm the group's check-in arrangement with the airline desk or ground staff.
2. Hold the group list and printed or digital copies of the booking, API and consent letters.
3. Check in travellers in manageable batches, keeping minors with a named adult at all times.
4. Check each boarding pass for the right name, flight and date before the traveller leaves the desk.
5. Take a headcount after check-in, after security and at the gate.
6. Tell the airline early about any missing traveller, rather than at the gate.

If the flight is delayed or cancelled, the leader needs a plan. Our guide to group travel emergency planning sets out roles and first actions.

How Roamly can help

Roamly Travel liaises with airlines on group check-in arrangements, baggage and seating, and builds departure-day plans for universities, schools, sports teams, production crews and event organisers. See our group flights service and logistics service, use the trip timeline builder, or contact us with your flight details.