Tour operators use series fares to lock in airline seats and air cost for scheduled packages, usually on a repeating weekly or daily pattern across a season. An operator can buy series seats from a holder, contract its own series with an airline, or do both and sell any surplus to other agents. The choice depends on volume, cash flow and how much unsold-seat risk the business can carry.
Each route into series fares changes what the operator controls and what it risks.
Three ways operators work with series fares
Smaller operators tend to start by buying, then move to their own series on routes where demand is proven. Larger operators often run hybrid models across several source markets.
| Model | How it works | Main risk |
|---|---|---|
| Buy from a holder | Purchase named seats per departure from a series fare holder or consolidator | Seats may not be available on the dates you need |
| Hold your own series | Contract a block per flight pattern directly with the airline | Deposits and unsold seats after release |
| Hybrid | Own series on core routes, buy from holders for secondary routes | More suppliers and deadlines to manage |
Why series suits package travel
Packages are sold weeks or months before departure, at a fixed price printed in brochures or listed online. That price cannot move every time airline fares do. Series fares give the operator a known air cost for the whole season, so the package price holds.
The repeating pattern also matches how tours run. A weekly departure every Saturday maps neatly onto a series of the same flight every Saturday, with the return leg tied to the tour length.
Pricing air cost into the package
The mistake many operators make is costing the flight at the net fare per seat. A more honest figure accounts for expected utilisation, because unsold series seats are still paid for once the release date passes.
Illustrative example: an operator expects to fill most, but not all, of its seats on shoulder-season departures. Instead of costing each package at the net fare, it spreads the expected unsold seat cost across the seats it expects to sell. The package price is slightly higher, but margins hold if the season goes as planned.
Peak departures can carry a little more margin to offset weaker ones. Over a season, that balancing is often what separates a profitable programme from a loss-making one.
Selling surplus seats to other agents
When a departure is not filling with packages, the operator can offer seats flight-only to travel agents. This recovers cost that would otherwise be lost, and often at a better price than releasing to the airline would return.
Two cautions apply. First, check that the contract allows seat-only resale, because some fares are restricted to inclusive tours. Second, keep enough seats back for late package bookings, which may be worth more than a flight-only sale.
Operational controls for operators
- A single calendar of every series date with release, name and ticketing deadlines.
- An internal name deadline set several days before the airline one.
- Clear rules on which channel can sell which seats, so packages and flight-only sales do not collide.
- Regular utilisation reviews, at least weekly in the weeks before each release date.
- A written policy for post-release cancellations, since the seat cost is usually already committed.
Negotiating next season
Airlines and series holders both look at how well an operator used its seats. Strong utilisation supports requests for better fares or more seats; weak figures may lead to smaller blocks or stricter deposit terms. Keeping accurate records of sales, releases and no-shows per departure makes that conversation evidence-based.
Operators also review which days of the week performed well. Shifting a series from a weak weekday to a stronger one can lift utilisation without adding seats.
Managing series inventory alongside tours
EazyPNR helps tour operators keep series seats, deadlines and agent distribution in one place, whether they buy, hold or both. The tour operator overview and series fare management system pages describe how surplus seats can be shared with agents without losing track of package allocation.
Key takeaways
- Operators can buy series seats, hold their own series, or combine both.
- Series fares fix air cost so package prices can stay stable through a season.
- Cost packages on expected utilisation, not just net fare per seat.
- Selling surplus seats flight-only can recover cost, if the contract permits it.
Frequently asked questions
Is it better for a tour operator to buy or hold series seats?
Buying suits lower or uncertain volumes because it avoids deposits. Holding suits proven routes with steady demand, where control over seats and price outweighs the risk of unsold inventory.
Can series seats be used for groups as well as individual packages?
Yes, if the block is large enough. Many operators place small groups into series departures rather than requesting a separate group fare, depending on availability and price.
What should an operator do with seats left after release?
They are usually paid for, so the aim is to recover as much as possible: late package sales, flight-only sales to agents, or offers to groups. Planning earlier reduces how many seats reach this point.