Stricter rules for plus size attendees could mean rebookings, lost refunds, and travel headaches.
Southwest Airlines has long maintained a “Customer of Size” policy, but beginning January 27, 2026, the rules get sharper. The airline will move from open seating to assigned seating, and with that comes stricter requirements: passengers who encroach on a neighboring seat must purchase an additional seat in advance. The airline defines the armrest as the boundary line.
The logic, according to Southwest, is safety and comfort. “The purchase of additional seats serves as a notification of a special seating request and helps us ensure we can accommodate you on the flight,” the carrier explains. Refunds for extra seats are possible, but only under specific conditions — for example, the flight must depart with an open seat, and refund requests must be made within 90 days of travel.
For travelers on itineraries involving partner carriers, the rules are even tighter: additional seats purchased there are non-refundable. And if a passenger arrives at the airport without having purchased the needed seat(s), the consequences are disruptive: either pay day-of fares if seats are available, or get rebooked on a later flight. In some cases, passengers may be deplaned after boarding if it’s determined a second seat is required.
Sizing Up The Situation
For meeting and event planners, this policy update highlights a critical operational reality: air travel has less margin for error than ever.
Budgeting and Duty of Care: Refunds aren’t guaranteed. Planners managing group travel budgets should build in contingencies and communicate policies clearly to attendees, especially if they’re booking blocks of seats.
Itinerary Precision: Last-minute rebookings can cascade into missed sessions, broken agendas, and disrupted incentive experiences. Planners may need to work more closely with attendees on travel profiles and seat selection at the time of booking.
Equity and Accessibility: The policy reframes inclusivity as logistics. While designed for safety, it underscores the importance of factoring diverse attendee needs into event travel planning — from seat assignments to preboarding.
Group Travel Strategy: With Southwest shifting to assigned seating, the airline’s long-held reputation for easy, open boarding will change. Planners coordinating groups may find it harder to seat teams together, a detail that could influence airline selection for future programs.
The Bigger Picture
For airlines, policies like this are about balancing comfort, safety, and economics. For planners, they’re a reminder that details in the fine print can impact entire events. Attendees delayed or stranded because of seating requirements aren’t just individual inconveniences — they’re schedule disrupters that ripple across agendas, vendor contracts, and ROI metrics.
In other words: planners can no longer assume that “getting there” is the easy part. As airlines tighten rules, meeting professionals need to double down on travel risk management.
Key Questions to Ask Attendees Before You Book Southwest
Do you require more than one seat for safe, comfortable travel?
If yes, purchase the additional seat(s) at the time of booking. Waiting until the gate risks rebooking or denied boarding.
Are you connecting on a partner airline?
Extra seats on partner carriers are non-refundable. Confirm if part of the itinerary involves another airline.
Do you need seating together with colleagues?
With assigned seating rolling out in 2026, groups can’t rely on open boarding. Book early to keep teams seated together.
Will you need a seatbelt extension or preboarding?
Flag these requests in advance. This helps airlines accommodate without delays or last-minute disruptions.
Do you understand the refund rules for extra seats?
Refunds only apply if the flight departs with open seats and must be requested within 90 days. Build that into your budget assumptions.
Any thoughts, opinions, or news? Please share them with me at vince@meetingsevents.com.
Photo by Southwest Airlines
