Booking Group Travel

UC Travel Center (UCTC)

Groups of 10 Travelers or More

For group reservations of 10 travelers or more, please call 310-206-2639 and press two, or email travel@finance.ucla.edu.

  • The UC Travel Center Group Lead Agent will contact the group leader or travel arranger to gather group travel and group report set-up requirements
  • The UC Travel Center will provide group air travel options
  • Once group flight itinerary is selected, the UC Travel Center lead agent will contact the airline for group air negotiation and contract
    • For international travel, travelers are responsible for checking any visa requirement for connecting cities and final destinations
      • Please visit the CIBTvisas website and use account number 10420
    • Travelers are advised to visit the CDC website for health advisory information and the U.S. Department of State Travel website for travel advisories
  • When the contract is established, the UC Travel Center agent will review the airline contract with the group leader and discuss group travel policies such as deposit requirements, group name list, ticket deadlines, name change, cancellation, and deviation policies
  • The group leader or travel arranger will advise the form of payment for the group
  • The UC Travel Center can accept the same Direct Bill ID or individual Direct Bill IDs for travelers
    • For groups traveling together on the same exact itinerary, only one credit card payment for the group (a single Direct Bill ID or other credit card for all travelers) can be accepted
    • For groups traveling for the same purpose but not traveling on the same exact itinerary, an option to pay with Direct Bill or a traveler credit card is available
  • The travel arranger must submit a name list showing the legal names of each traveler as shown on the document to be presented at check-in: birthdates, gender, Known Traveler Number
  • For international travel, passport information will be required, such as expiration date and country of issue
  • The travel arranger advises the UC Travel Center agent for any group summary report requirements
  • The UC Travel Center will provide copies of ticketed itineraries and invoices to each traveler, the group leader, and other email addresses as requested
  • Should there be only one agency record locator for the group, the group leader or travel arranger will be advised to manually register their travelers for UC Travel insurance via the Away website prior to departure
  • Automatic Travel Insurance Registration only works for single traveler records
  • Service fees:
    • $32 for a new and exchanged ticket
    • $30 for a particular ticket refund
    • After-hours service fee applies

Groups of Less than 10 Travelers

For group reservations of less than 10 travelers, the UC Travel Center will process as individual reservations.

  • Travelers or travel arrangers can book individually via the UC Travel Center online booking tool
    • A $10 ticket service fee will be charged
  • Travelers or travel arrangers can call to speak with UC Travel Center agents or email travel@finance.ucla for their travel needs
    • A $32 ticket service fee for each ticket will apply
  • Travelers have the following payment options:
    • Individual direct bill ID
    • Small group Direct Bill ID
    • Individual credit card

BCD Travel

BCD Travel offers two options depending on group size:

  • Gropus of 10 travelers or more (group air)
  • Groups of less than 10 travelers (traditional)

Based on 2019 data, most requests to BCD Travel were for less than 10 travelers and could be booked via the traditional team. The group air process will only affect the few divisions who have larger meetings and will need to be handled by the BCD Travel group air team. Requests to BCD Travel should be made at least 3 to 4 weeks prior to meeting to ensure an efficient booking process.

Please review the requirements for either process and email us at travel@berkeley.edu if you have any questions.

Groups of 10 Travelers or More

For groups of 10 travelers or more, meeting planners will have to fill out the Group Air Registration Form.

  • The BCD Travel meeting coordinator will respond within 24 business hours
  • If Direct Bill is used to pay for the tickets, only one unique Direct Bill ID will be used for all travelers
  • No hotel space will be negotiated or booked
  • A booking fee of $34 per ticket will apply at the time of booking
  • An invoice will be generated for a $10 upcharge fee per ticket
  • BCD Travel has a programed phone prompt to direct travelers to the Group Air Team:
    • 877-885-8632, option 4

Groups of Less than 10 Travelers

For groups of less than 10 travelers, meeting planners should email BCD4UC@bcdtravel.com or call BCD Travel directly at 877-885-8632 to book the flights.

  • If Direct Bill will be used to pay for the flights, a unique Direct Bill ID for each traveler will be required
  • Meeting planners can request to be copied on all traveler invoices
  • A booking fee of $34 per ticket will apply at the time of booking
  • Arrangers can also book directly in the BCD Travel section of ConnexUC for the online booking fee of $9.75