Guildfare Booking Conditions

Here are some guidelines that will help you make the most of the services provided by Guildfare.


Refund / Cancellation charge: GBP50

Re-issue charge: GBP30

These amounts are in addition to any airline fees that may be charged.


Name changes - Airlines will not normally permit name changes on nett fare tickets so please ensure that correct (and complete) names are always used.

No shows - If a booking is not going to be utilised, please ensure that the PNR is cancelled straight away. Generally, airlines will not make refunds if passengers do not use reservations still held as they will be classed as no-shows.


You will find that airlines will queue PNRs to you on booking created by your agency and not Guildfare) asking you to advise ticket numbers by a certain deadline. Do ensure that full details of such requests are passed to Guildfare for action. It is important that you respond to airline requests for ticket numbers otherwise the PNRs will be auto-cancelled. The chances of then getting seats rebooked in the required class are unfortunately minimal.

Payments of Guildfare invoices/statements should be sent to our accounts section of:

Falcon House
Primett Road

Phone: 01737 336 334


Guildfare will be responsible for arranging the e-ticket to be generated on your behalf. However, it is your responsibility to ensure that your passengers have access to the itinerary, e-ticket receipt and the various legal notices in accord with IATA and CAA regulations.

The necessary details can easily be obtained by you and/or your customers by reference to (Galileo) or (Sabre) or (Amadeus) or (worldspan)

Do remember to check to see if you need to enter a FOID (form of identity) entry into your PNR. Not every airline has the same requirements. For example, to check LH, for Galileo enter GC*LH, for Sabre enter WETP*LH and or Amadeus enter HEETTLH. Alternatively, some airlines have dedicated web sites for Agents, e.g. LH’s and CX’s

In these days of high security, do ensure that the name field of the PNR (which should include the passenger's first name) matches the way the name is shown in the passport, or there could be problems with identification on check-in.


The following terms and conditions form the basis of your contract with P&P Associates.


Your contract will be with P&P Associates, which is a member of the Association of British Travel Agents (ABTA G3655) and is fully bonded by the Civil Aviation Authority under Air Travel Organisers Licence Number 5360.


Full payment at time of booking will guarantee the fare and taxes quoted. All travel arrangements that include flights are subject to the airlines’ conditions of carriage.


Cancellation charges can be anything from £50 to 100% dependent upon the airline rules. In all cases a minimum cancellation fee of £50 will apply regardless of the value of services cancelled. In all cases, except where the major change arises due to reasons of force majeure, we will do our best to find you a suitable alternative but please note this may not be at the original price. If you cancel for a reason covered by your insurance policy you should be able to recover your cancellation charges, dependent on the conditions that apply to your policy.


All prices are in &gbp; sterling unless otherwise stated.

We reserve the right to increase the price after a booking is held but not ticketed, if any increase occurs in respect of:

  • Airfares or other transport costs.
  • Taxes or duties payable, including new taxes introduced by any Government.
  • Adverse changes to currency exchange rates.


Although it is unlikely we may unfortunately have to make changes to your travel arrangements and we must reserve the right to do so. We will inform you of any major changes as soon as possible after the airline has contacted us. A schedule change is done by the airline not P&P Associates. The airline will offer the best possible alternative.

If you wish to make a change to a confirmed booking please contact us for airline rules and charges.

Before tickets are issued all alterations made will incur a £30 fee per person per change. After tickets are issued fees and charges will apply dependant on the airline rules.

A change to the departure date us regarded as a cancellation and rebooking, not an alteration to the booking. Some airlines, whose special fares in some cases are non-refundable, may consider a name or other change to an existing booking to be a cancellation and rebooking with 100% cancellation charges.


Passports/Visas/Health/Travel Advice: Passengers must be in possession of a valid passport, any necessary visas including transit visas, plus any international health certificates required by the countries being visited. These are the responsibility of the passengers travelling. In the event that clients are refused entry into any country due to incorrect documentation, or health precautions, no liability can be accepted by P&P Associates and no refunds can be made. On all scheduled airlines an infant is under 2 years of age and a child is between 2yrs and 11yrs of age on date of departure.

Seat Requests: P&P Associates will pass on all seating requests to the relevant airline where possible. However, seating requests cannot be guaranteed and we cannot be held responsible for requested seating being unavailable at time of check-in.

Special Meals: Special meals can be requested and need to be done so in advance of the departure date. P&P Associates accept no responsibility for requested meals not being available.

General Requests: Requests for wheelchairs, assistance and other requirements can be made to the airline. However, these cannot be guaranteed.

Codeshare Flights: Due to global airline alliances, ‘codeshare’ flights, where one airline operates a service on behalf of another, are commonplace. Your itinerary will include details of such flights.

Overseas Departure Taxes: Many countries impose airport or departure taxes. Where possible these are collected in advance as part of the tax. Other taxes may be payable in cash locally at the destination.

Reconfirmation of Flights: Once tickets have been received, it is the passenger’s responsibility to reconfirm all necessary flights with the relevant airlines 72 hours prior to departure.

Unaccompanied Minors: Unaccompanied Minors are permitted on certain airlines at the airline’s discretion and will be subject to airline rules and charges. For more information please email request for rates which have to be obtained from the carrier.

E-tickets: You are required to take two forms of identity, one of which will be your passport, with you to collect your boarding cards from the airport.




The Guild of Business Travel Agents originally established Guildfare Ltd in 1987 so that members could have easy and secure access to a comprehensive range of competitively priced consolidation fares. Guildfare currently offers a choice of more than 60 airlines, providing worldwide coverage with fare options in all classes of travel. Our multimillion turnover ensures that we enjoy strong relationships with the leading airlines which is an important factor in the complex and ever-changing nature of airline tariffs!

Guildfare is IATA accredited and holds ATOL 5360.

We look forward to handling your special fare requirements!


Ticketing Department

Sue & Gail

T. 01737 336 334


Sharon Jenkins

T. 01737 646 488