How can we help?
We’re dedicated to providing all of the information you need to give you peace of mind and help you plan before departing on your trip. If you don’t see the answer to your question here, please contact us and we will be sure to answer your questions promptly.
How do I book a flight, hotel or rental car?
You can book or modify a reservation by contacting Southwestern Travel Group. Please email [email protected] or call our toll free number 800.222.4441, prompt 4.
Hours of Operation:
Monday 8:00 am-5:00 pm CST
Tuesday 8:00 am-5:00 pm CST
Wednesday 8:00 am-5:00 pm CST
Thursday 8:00 am-5:00 pm CST
Friday 8:00 am-5:00 pm CST
Closed for the following holidays:
- New Year’s Eve
- New Year’s Day
- Memorial Day
- July 4th- Independence Day
- Labor Day
- Thanksgiving Day
- The Day after Thanksgiving
- Christmas Eve
- Christmas Day
Note: Should a holiday fall on a Saturday we will recognize that holiday on the Friday before.
Note: Should a holiday fall on a Sunday we will recognize that holiday on the Monday after.
What if need to book outside of business hours?
Calls outside of business hours are directed to our after-hours team to assist with flight emergencies; and subject to after-hours fees. This 24-hour call service is available to use but is not mandatory. You only pay if you book over the phone. We highly recommend that after-hours calls are for emergencies only. We have taken the liberty to share below what we believe constitutes an emergency versus a non-emergency.
Examples of Emergencies:
- Same-day or next-day travel cancellations
- I am at the airport and they say I don’t have a reservation
- I am at the hotel and they say I don’t have a reservation
- I am at the rental car counter and they say I don’t have a reservation
- I need to cancel my flight (within the 24-hour cancellation period)
Examples of non-emergencies:
- I need my travel itinerary for my flight in 3 days
- I need to book/cancel/change a flight, hotel or rental car, for travel in 3 weeks
- I need a copy of my invoice for my expense report
- I need to add my Frequent Flyer number to my reservation
- I need a seat assignment
Please note – if you are at the airport and experience flight delay or cancellation, please find an agent for the airline you are traveling and ask that they confirm the next available flight to get you to your final destination.
If you have a travel emergency, contact our after-hours team by dialing 800.222.4441, prompt 4.
Additional non-emergency emails and calls will be returned the next business day.
What is a record locator?
When you make a booking, you will be given a 6-character record locator, also known as an airline reference code. This will appear on the email confirmation for each person in your booking.
Do you have mobile app?
Whichever airline you travel with most likely has its own mobile app! By downloading this app you stay in-the-know of any schedule changes, travel delays, or cancellations – directly from the airline.
Keep all travel plans organized in one place! Once you receive an email with final itinerary confirmation from your dedicated agent, please forward your confirmation email to [email protected] to view all upcoming travel.
CHANGES OR CANCELLATION
Can I make changes or cancel my reservation?
Yes. Vendors have unique change or cancellation policies, listed in their specific terms & conditions (typically $200+ domestic or $300+ international, in addition to any fare difference). Contact Southwestern Travel Group if you wish to make changes to your current reservation. Please note – ticketing/service fees apply to each individual ticket.
Can I cancel my flight?
Most airline tickets are 100% non-refundable and non-transferable. In special cases where the airline may allow cancellations, we will be able to process refunds less Airline penalties. Ticket cancellations/refunds must be processed prior to the scheduled departure time of the first flight segment by emailing/calling our office. In case of No-Show ticket is 100% non-refundable.
The airline changed my flight, what are my options? (Involuntary Changes)
Airlines may make changes to a scheduled flight itinerary that is beyond our control. In these cases, if the airline notifies us with a viable option, we will send you an email with the changes as well as the option the airline is offering. If the airline does not provide us with a viable option, as a valued customer, your reservation will be reviewed and assisted by one of our Schedule Change Specialists.
What if my flight is delayed/cancelled while I am traveling?
When you check-in for the flight, the airline has control of the ticket and they are the point of contact to make the quickest changes. If you are at the airport and experience flight delay or cancellation, due to the airline, please find an agent for the airline you are traveling and ask that they confirm the next available flight to get you to your final destination.
How do I pay for checked or carry-on baggage?
You may purchase baggage prior to departure or at the airport when you check-in for your flight. Once you receive a travel confirmation email, please visit the website of the airline in which you are traveling to purchase carry-on/checked baggage. Please note, baggage fees may be more expensive at the airport.
How do I change my seats?
Once you receive a confirmation email, please visit the website of the airline in which you are traveling to purchase seats. From the homepage, enter your name and record locator. From there, you can select seats. If you are unable to reserve a complimentary seat at the time of booking, you may receive your seat assignment when you check-in for your flight.
My flights are confirmed, why can’t I reserve my seats?
Airlines withhold some seats until the day of departure to allow our airport personnel to accommodate passenger needs. If you are unable to reserve a seat at the time of booking, you may receive your seat assignment when you check-in for your flight.
Seats may become available closer to the day of departure; you can visit the respective airlines’ website frequently to check for available seats.
What happens to my seat if there is a schedule or equipment change?
Each airline makes every effort to reseat passengers in the same seats. When this is not possible, we will attempt to seat you in a similar seat. We appreciate your cooperation when special circumstances will not allow us to reseat you in your original assigned seat.
Which forms of payment can I use?
We accept most major credit and debit cards and a variety of other payment methods. Only one card can be used when purchasing a flight.
Do you charge a booking fee?
Quotes are inclusive of all taxes, service, and fees.