In the airline business there is an important distinction between "group" travel and "meeting" travel. Group travel involves a group of people traveling together from a single origin to a single destination. Meeting travel, which is what you are looking for, involves people traveling independently from different origins to a single destination. Some airlines, such as AA, have a single desk that handles both types, while others, such as UA, have different desks for each type. The group desk at UA cannot deal with your situation but the meeting desk can. You can reach the UA meeting desk at 1-800-633-8825.

When you set up a meeting agreement, you need to specify the destination and dates of your meeting. The airlines usually give you a 3-day travel window on either side of the meeting dates. You need to have a minimum of 10 people booking through the meeting agreement. In return, you can expect the following perks -

1) Fares - Each person will have a choice of using "zone" fares - specified rates from different parts of the country that do not require a Sat night stay - or 5-10% off the lowest applicable published fare.

2) Free tickets - You should earn 1 free ticket for every 40 tickets booked. Sometimes airlines run promotions in which the ratio will be lowered to 1 for 30 or even 1 for 25. Some airlines allow you to earn points that can be applied either to free coach tickets, upgrades, or other items.

3) Name changes - On nearly all airline tickets, name changes are not allowed. However, with most meeting agreements, if someone buys a non-refundable ticket and needs to cancel, a name change is allowed for the standard administrative service fee (e.g., $75 on domestic tickets).

I have arranged many meeting agreements for my own organization and others and would be happy to help if you would like. Just send me an email.