Quick answer: On a Korea group file, the passenger list is not a single deadline but a chain of them. Some suppliers need names and passport details well before arrival: DMZ tours, domestic flights, some ferries and anything issuing certificates. Hotels need the rooming list; restaurants and venues need final numbers. Names on flights and security-checked visits must match the passport exactly, and late changes there are the hardest to make. Numbers can usually move until the final-number date; after it, costs are committed. Explera DMC Korea sends one consolidated deadline list with the confirmation, so the agent knows what is needed, by when, and why.
Why it is a chain, not one date
- Each supplier locks at a different time. A security-checked visit, a flight and a hotel all have their own cut-off.
- The earliest one sets the pace. If one day of the programme needs passport details weeks ahead, the whole list is due then.
- One consolidated list avoids surprises. The agent should receive a single table of deadlines with the confirmation, not a series of reminders.
Who needs names and passport details in advance
- DMZ and other security-checked visits: names, nationalities and passport numbers are submitted in advance, and the passport is checked on the day.
- Domestic flights to Jeju and the regions: names as in the passport, with limited or no scope for changes once ticketed.
- Ferries: passenger details and identification are required for island sailings.
- Certificates and name badges: for a taekwondo class, a congress or an incentive dinner, spelling comes from the passport list, not the rooming list.
Numbers, rooms and meals
- The rooming list goes to the hotel before arrival so rooms can be pre-assigned; late changes are usually fine if the room count does not move.
- Final numbers for coaches, guides, restaurants and entrances lock on an agreed date. After it, the cost is committed even if someone does not travel.
- Dietary requirements travel with the list. A late vegetarian or allergy note is harder to honour than one sent with the final numbers.
Handling late changes
A late substitution — one traveller replaced by another — is usually possible for hotels, meals and coach touring. It is hardest where names are registered with an authority or an airline: security-checked visits and domestic flights may not accept a change, and a new booking may be needed. The client should hear that before they decide to swap.
A late cancellation is a cost question, not an administrative one: after the final-number date the ground costs are committed. Setting the dates in the booking conditions from the start turns an awkward conversation into a clause.
One list, one set of dates
Explera DMC Korea confirms each group with a single table of what is needed by when — passport details, names for flights and ferries, the rooming list and final numbers — and tells the agent at once which late changes are possible and what they cost.
Send your dates, pax and draft programme to b2b@explera.kr or WhatsApp +66 93 656 8090. Explera DMC Korea is IATA TIDS-registered (96215733) and an ASTA member (#900408341); our KTO and KATA registrations are in application.
Where this fits in our Korea programmes
The pages below carry the operational detail behind this briefing.
- Services: Group travel & GIT in Korea · Transportation & coaches in Korea · Rail & transfers in Korea
- Destinations: the DMZ · Jeju · Seoul
