FLIGHT BOOKING INFO

Your trip package includes round-trip economy class airfare for you and one complimentary guest from your home city. Additional costs may apply if you choose to extend your stay / travel on alternate dates, or if your guest is flying from a different city.

We will secure your flight reservation from your home city to Edinburgh (EDI). Please review the information below to understand how the booking process will work.

Booking flights through Morris Meetings & Incentives (MMI)

1. In the registration process, please see the “Book flights through Morris Meetings & Incentives” page.
2. MMI will reserve roundtrip flights from your gateway city to Edinburgh.
3. You will receive an email with a proposed flight itinerary from MMI. 
4. Within 24 hours of receiving the proposed flight itinerary, you will need to confirm that the names listed on the tickets are spelled correctly and are shown as they appear on each traveler’s passport. 
5. Once you have approved the tentative itinerary, your tickets will be booked, and you will receive an email with your confirmed air itinerary. If you do not approve the tickets within 24 hours of receipt, a new proposed itinerary may have to be offered to you. 
6. Your e-tickets will be sent to you via email and will include your reservation number. Please either print this email or download the airline's mobile app and input your reservation number for future use at check-in.
7. After your tickets are issued, you’ll be responsible for any fees related to ticket changes—including misspelled names—so be sure to carefully check your proposed flight itinerary before the 24 hours end.

Important to Know

• Arrival time considerations: Rooms will be available on April 27, 2025 starting at 3:00 PM. If you arrive earlier, we’ll let the hotel know you’d like to check in early and they’ll do their best to have a room ready for you; please keep in mind that this can’t be guaranteed.
• Departure time considerations: On May 3, 2025, check-out is at 12:00 PM. If your flight departs later in the evening, you will need to check out of your room at the standard time, but you may stay and enjoy the hotel grounds until you depart. We’ll coordinate your departing transfer to leave the hotel five hours prior to your flight departure time.

FLIGHT FAQs QUICK LINKS
 

• FLIGHT ARRANGEMENTS AND INFORMATION

• UPGRADES

• TICKET CHANGES / CANCELLATION

• SEAT ASSIGNMENTS

• CHECKING IN FOR YOUR FLIGHT

• AT THE AIRPORT
   

FLIGHT ARRANGEMENTS AND INFORMATION

Will I earn frequent flyer miles for my flight?

If you have a frequent flyer account with the airline you will be flying on, you may be eligible to earn miles for your flights. Mileage accrual methods vary from airline to airline, and some tickets may not be eligible for mileage accrual as dictated by the fare rules. Airlines with agreements (One World, SkyTeam, Star Alliance, etc.) typically allow mileage accrual on partner airlines. Check with the airline for specific information about mileage accrual eligibility.

Can my TSA known traveler number (KTN) or redress number be attached to my reservation?

Please provide your KTN or Redress Number during registration, if possible, or provide it to your Flight Coordinator when confirming your flights. Please be advised that the name on your ticket must match the name on your KTN application and the name on the identification you are using to travel in order to receive TSA Pre-Check benefits.

What type of identification/documentation is required for this program?

It is your responsibility to be in possession of the proper personal identification and travel documents for your trip. Guests without proper documentation will be denied transit and/or entry, and will not be eligible for a refund of travel or personal expenses.

All passengers must have a passport valid through the event dates for this trip (valid up until May 3, 2025). The number of blank pages you need varies based on your passport origin country and the destination. 

Regardless of a country’s entry requirements, we strongly recommend traveling with a passport that is 1) valid for at least six months 2) has at least 2 blank pages. Entry requirements can be changed without notice and this will ensure you have no issues or delays at the airport or at immigration.

Please be sure to check the entry requirements for your destination. For U.S. Citizens, refer to the country-specific page on the Travel.State.Gov website, which will post the latest requirements needed for entry. You may be denied boarding if you do not meet these requirements.

As requirements vary for each nationality and individual citizen's situation, we recommend all travelers verify their individual documentation requirements with their local consulate or a visa service, such as VisaCentral (http://visacentral.com/). Obtaining a passport requires several weeks, so please plan appropriately. 

Please note that passport cards are not valid for international air travel.

How do I apply for a United States passport? How long does it take to get one?

Visit the U.S. State Department Passport website for more information about applying for a U.S. Passport, including passport fees. Please be advised that routine processing times can be 10-13 weeks, so please plan accordingly. Expediated processing can be 7-9 weeks. 

We recommend taking a photo of your passport on your phone and/or emailing it to yourself in the event your passport is lost, damaged or stolen while traveling. This will help expedite the passport replacement process in the unlikely event this should occur.

TOURIST VISA REQUIRED

Effective January 8, 2025, all U.S. citizens transiting through or traveling to the United Kingdom for tourism, family visits, business meetings, conferences, or short-term study for 6 months or less will require an Electronic Travel Authorization (ETA) prior to travel. U.S. citizens can apply for ETAs beginning on November 27, 2024. Information on the new requirements and how to apply can be found on the UK Government website.

The app can be downloaded on the App Store, or on Google Play. 

UPGRADES
 

Can I pay to upgrade to first class/business class/premium economy?

Your Flight Coordinator can provide you with the cost of upgrading to a premium cabin or seat upon request. Many airlines have premium seats with extra legroom and priority boarding for an additional cost. These seats can be purchased through your Flight Coordinator, on the airline’s website, or by contacting the airline’s reservations department.

Can I use my frequent flyer miles to upgrade?

MMI does not have the ability to view mileage upgrade availability and cannot quote the number of miles needed to upgrade. If you wish to use frequent flyer miles to upgrade, we suggest speaking with your preferred airline directly.

TICKET CHANGES / CANCELLATION
 

Can I make changes to my itinerary after my ticket has been booked?

Fares are subject to change at any time based on availability, and are not guaranteed until ticketed. Any cost associated with changes made beyond the 24-hour cancellation time frame after the tickets have been issued will be at your expense, including penalty fees and applicable fare difference. Fare difference may apply for changes made during the 24-hour period after the ticket is issued, but the change fee will not apply.

Is there a fee to change my flights?

With the exception of Basic Economy fares, most airlines permit changes to be made to your ticket any time prior to departure, and most airlines require change fees in addition to the difference in fare. All airlines charge a difference in fare for flight changes, even if they do not charge a fee for changes. Most airlines charge a $200 change fee for domestic flights and some flights to Canada, Mexico, and South America; change fees for international flights can be $300-400 depending on the airline and the destination. Please check with the airline, or our Flight Coordinator team, for specific change fee amounts.

What if I need to cancel? Can I use my ticket in the future?

No, YESCO retains ownership of all airfare tickets purchased for this trip.

What if the name on my ticket does not match my identification?

In order to be in compliance with the TSA Secure Flight Program, both the TSA and the airlines require that the name on your reservation matches the name on the government-issued photo identification you present at the airport. This requirement supersedes any requirement for airline frequent flyer accounts to match the name on your ticket, and you may need to submit a request to have the name on your airline frequent flyer account changed to match your I.D.

Can I change the name on my ticket or my guest's ticket?

Unless otherwise stated, all tickets are non-transferable, which means that the name on the ticket cannot be changed. If your name is misspelled, or if you need to make a minor name correction, please contact the Flight Coordinator who booked your tickets. Be advised that name corrections made after the 24-hour free change and cancellation period may be subject to a name correction fee. 

SEAT ASSIGNMENTS
 

Will my preferred seat type be assigned for me?

Flight Coordinators will do everything possible to assign you in your preferred seat type (e.g. window, aisle, bulkhead, etc.). However, seat requests cannot be guaranteed. If your preferred seat type is not available, a Flight Coordinator will assign the best seat type available.

Should I be concerned if I don't have a seat assignment? What if my guest and I aren't seated together?

In some situations it may not be possible to pre-assign seats at the time of booking or assign you and your guest(s) seats together. This is either because all pre-assigned seating is full or the airline has an open seating policy. If you do not have seat assignments when you arrive at the gate, (or if you wish to change your seat assignments), you may speak with the gate agent about available seats. A limited number of seats are held exclusively for gate agent use on the day of departure. As these seats are limited, it’s best to arrive at the gate at least an hour prior to departure for the best availability.

CHECKING IN FOR YOUR FLIGHT
 

24 hours prior:

We strongly suggest checking in online for your flight. Online check-in is typically available within 24 hours of flight departure time. You can also pre-pay luggage fees, reconfirm/change your seat assignment, and sign up for flight updates.

Day of departure:

Please reconfirm your itinerary prior to leaving for the airport, as schedule changes and flight delays are common. You can also download the airline's mobile app to access your boarding pass and view flight changes/updates.

For international flights, the standard recommendation is to arrive at the airport three hours prior to departure; however, recommended arrival times vary by airport and may be longer, so it’s best to check the airport website.  This time accounts for parking, shuttles, check-in/baggage drop-off, security screening, and arriving at your departure gate no later than 30 minutes prior to your scheduled flight departure time.

At the airport:

At the check-in counter or kiosks, you'll be asked to present your identification and check your luggage (if any). If you are checking luggage, please verify it is checked through to your final destination (EDI). Keep in mind gate assignments can change, so keep an eye on the airport monitors for flight updates.

AT THE AIRPORT
 

When should I be at the gate?

Most airlines close the boarding doors 10 minutes prior to the scheduled departure time to allow time to complete final paperwork and baggage loading. Whenever possible, passengers should be at the assigned departure gate no later than 30 minutes prior to the scheduled departure time for domestic flights. For international flights, passengers should arrive 45 minutes prior to the scheduled departure time because gate agents will need to re-verify passports prior to boarding. Please check with the airline carrier for their specific recommended gate time frames.

When does boarding begin?

Boarding typically begins 20-30 minutes prior to the scheduled departure time for domestic flights and 45-60 minutes prior to the scheduled departure time for international flights. Depending on the connection airport, connecting flights may only allow as little as 30 minutes between when the first flight arrives and the second flight departs. It is imperative that you get to your next gate as quickly as possible, and if needed, find a restroom within the vicinity of your next gate or use the lavatory onboard your next flight. Please check with the airline carrier for their specific recommended boarding timeframes.