How free places work in group travel
- Last reviewed
- 5 min read
- For universities, schools, sports teams, production crews, event organisers, corporate groups
The short answer
A free place is a complimentary seat, room or ticket that a supplier offers to a group once a set number of people pay, often written as 'one free per 15 paying'. There is no standard ratio and no right to one: the ratio, what the free place covers and the conditions are set by each supplier and should be in your contract. Treat a free place as a saving only once it is confirmed in writing.
Key takeaways
- Free places are a supplier's commercial offer, not an entitlement, and the ratio differs between airlines, hotels, coach companies and attractions.
- A ratio such as 1 per 20 can be counted by paying people, by rooms per night or by cumulative room nights, and the counting method changes how many you get.
- Check what the free place includes. Taxes, charges, meals and baggage are often still payable.
- If numbers fall below the qualifying level, the free place can be withdrawn, so budget at your minimum paying numbers.
- Decide in advance who benefits: the whole group through a lower price, staff places, or a bursary fund.
What is a free place in group travel?
A free place, sometimes called a complimentary or foc (free of charge) place, is a seat, bed or ticket that a supplier waives for a group once enough people have paid. It is usually expressed as a ratio: for example, 1 free for every 20 paying. Suppliers use it to win group business, and organisers use it to cover a leader, reduce the price per person or fund support for travellers who could not otherwise attend.
It is not a legal entitlement. The group travel budget guide makes the same point: the ratio, what the free place covers and the conditions differ by supplier and are not guaranteed.
How are the ratios counted?
The same headline ratio can produce different numbers of free places depending on how it is counted. Ask each supplier to state the method in writing.
| Counting method | How it works | Example (illustrative only) |
|---|---|---|
| By paying people | One free place for each full block of paying travellers | 1 per 20 with 45 paying gives 2 free if only full blocks of 20 count |
| By rooms per night | One free room for each block of paid rooms each night | 1 per 20 with 25 paid rooms on a night gives 1 free room that night |
| By cumulative room nights | Total paid room nights are divided by the ratio | 1 per 20 with 100 paid room nights gives 5 free room nights |
| Cumulative or non-cumulative | Whether free nights can be saved up and moved to other nights | Some contracts allow only the nights when the ratio is met |
Ask also whether infants, staff places and travellers on a separate booking count towards the qualifying number. How group flight bookings work explains why group thresholds differ by airline: Ryanair's group service, for example, starts at 15 passengers according to its help centre.
What does a free place usually cover?
A free place might cover only the base fare or room rate. Taxes, airport charges, baggage, meals, insurance and transfers are frequently still payable, and the terms differ between suppliers. Ask these questions before you count the saving:
- Does the free place include taxes, fuel charges and airport charges?
- Does it include the same board basis, room type and baggage as the paying places?
- Is it tied to a named person, such as the group leader, or can the organiser use it for anyone?
- Can the free place move to a different date or passenger if plans change?
- What happens if paying numbers drop after you have booked?
How should you treat free places in a budget?
Budget conservatively. Set the participant price at your minimum paying number, count a free place only if the written terms are clear, and keep the value as a separate line so that it is visible if it disappears. A free place is a saving to be shared, not a reason to undercut the price you need.
- Price the trip with every traveller, including staff, as if there were no free places.
- Add the confirmed free places as a deduction line, with the supplier and the condition attached.
- Recalculate at your minimum number to check the free place still applies.
- Decide whether any saving reduces everyone's price, funds staff places or goes into a hardship fund, and say so before the price is published.
- Keep the supplier confirmation with your records.
Use the group travel calculator to test how the per-person price moves when a free place appears or disappears.
Do free places affect school charging or safeguarding ratios?
They do not change the supervision numbers you need. Staff-to-pupil ratios come from your own risk assessment and employer policy, not from a supplier's offer. For schools in England, the Department for Education's guidance on charging for school activities sets out what maintained schools can charge for, including voluntary contributions, so check it before deciding how a saving is shared. Other organisations should check their own policies and funder conditions.
When comparing suppliers, the offer should be one of several factors. See how to compare group travel quotes for a full method.
How Roamly can help
Roamly's group flights and logistics services show every cost line, including any confirmed free place, so that the per-person price is traceable. Our group travel calculator is free to use, and you can contact us to discuss how a specific trip would be costed.
Sources
- GOV.UK: Charging for school activities (Department for Education)
- Ryanair Help Centre: How do I book for a group? (15+ passengers)
General guidance only, checked against the sources above on 30 October 2026. Entry rules, airline policies and official advice change, so confirm the current position with the linked source before you travel.