Short answer
For each guest, ask for their name as on the booking, the flight number with the airline code, the date of that flight, the arrival airport, every connecting flight, and the same details for their return. Keep one row per traveler in a spreadsheet, or let guests enter their own flights through a link. Then check every flight exists, that the dates and airports are right, and chase anyone missing at least two weeks before travel.
Key points
- Ask for the flight number and date, not only the landing time.
- One row per traveler, with arrival and departure in their own columns.
- Connecting flights need every leg, not just the first one.
- Most errors are wrong dates, typos in flight numbers and missing legs.
- Check the list early and again a few days before travel.
What to ask each guest
Keep the request short. Guests answer faster when they only have to copy a few lines from their booking.
- Full name, as it appears on the booking
- Arrival flight number, with the airline code, such as IB 6123
- Date of that flight, as shown on the ticket
- Departure and arrival airports
- Every connecting flight, in order
- The same details for the return flight
- Who they travel with, so parties stay together
- A mobile number for the travel days
Spreadsheet columns that work
If you collect flights in a spreadsheet, use one row per traveler and one column per detail. Avoid merged cells and notes in the flight columns, because they break sorting and imports.
| Column | Example | Why it matters |
|---|---|---|
| First name, Last name | Ana, Torres | Matching with bookings and name lists |
| Party | Torres family | Keeps families and couples in one transfer |
| Arrival flight | IB 6123 / AA 1405 | Every leg, in order |
| Arrival date | 14/06/2027 | Date of the first leg, as on the ticket |
| Arrival airport | CUN | Spots guests landing elsewhere |
| Departure flight | AA 1406 | Plans the return transfer |
| Departure date | 18/06/2027 | Same rule as arrival date |
| Phone | Mobile number with country code | Reaching guests on the day |
| Notes | Wheelchair | Vehicle and greeter needs |
Let guests enter their own flights
For weddings and open events, the easiest way is often to let guests add their own flights. You avoid copying details from dozens of emails, and guests can fix their own changes later.
Prepare the guest list
Add every expected guest by name, even before you know their flights.
Send one link
Share the link in your save the date, welcome email or event website.
Guests add their flights
Each guest finds their name and adds arrival and departure flights, connections included.
Review and chase
Check who has not answered and send a friendly reminder.
The mistakes to catch
The same few errors appear in almost every group. Look for them on purpose.
- Wrong date on overnight flights: the guest gives the landing date when the flight departs the day before.
- Typos in flight numbers: the letter O for zero, a missing digit, a wrong airline code.
- Codeshare numbers: the number on the ticket belongs to a partner airline. It usually works, but compare it with the operating flight if something looks odd.
- Missing connections: only the first leg is given, so you track a flight that lands in another city.
- Times without a time zone: a time in the guest's home time instead of the airport's local time.
- Old flights: the guest changed their booking and did not tell you.
In GroupArrivals, every flight is checked to exist and likely typos are caught. Travelers whose airports do not match the group's airports are flagged, so you can ask before the trip.
Check the list before travel
Six to four weeks before
Send the first request with a clear deadline.
Two weeks before
Remind anyone missing. Check every flight, date and airport.
Three days before
Ask guests to confirm nothing has changed. Airlines change schedules often.
The day before
Share the final arrivals list with the transfer company and greeters.
Keep a short list of guests who are still missing flights, and decide what happens if they never answer, for example meeting them at the hotel instead of the airport.
Handle guest data with care
Flight details and phone numbers are personal data. Ask only for what you need, share each partner only their part of the list, and delete the list when the event is over.
In GroupArrivals, only flight numbers and dates are sent to the aviation data provider, never names, and travelers' personal data is deleted a set number of days after the group ends.