By Kevin Tjoe — 24 Dec 2021
When celebrating Milestone birthday celebrations, family get-togethers, and team-building exercises, it normally involves large group reservations. They’re all great opportunities to get together in a group and share an amazing experience. But if you’re the operator taking and handling those group bookings, then there can be a lot to manage including:
How do you provide an amazing, personalized experience to every guest in a large group? You get smart about how to handle group reservations with effective planning and group booking technology. Below, we cover five essential tips to optimize your group bookings.
A group booking for your tours or activities might vary from four people up to 20, 50, or beyond. Depending on your operation and location you might have several coaches full of people arriving every day. If this sounds like your business, perhaps you just want an easier way to manage family and social bookings. If so, read on!
These five key tips will help you ace every large group reservation and increase your group bookings over time.
This should be step one, and it’s so simple to do. If you’re using an online booking system, make sure you’ve automated guest communications including reminders and follow-up review requests. This will ensure every person in the group that you receive contact details for will receive clear and personalized messaging, without you needing to lift a finger. Automated messages can support positive guest experiences, minimize no-shows and increase your guest reviews and testimonials.
It’s also a great idea to customize your booking form to gather information on any dietary restrictions or allergies for guests in a group. If you require liability waivers for your tours or activities, you can gather these automatically and ahead of time by integrating your Rezdy booking system with Wherewolf’s online waiver solution. As you can imagine, this can save a significant amount of time on the day, without pens or clipboards required!
It can sometimes be tricky to find tour and activity operators who are set up well for group bookings, so if you actively want more large reservations then it’s definitely worth spreading the news. Consider:
As you become known as large-group-friendly and people see more reviews about how fantastic their group experience was with you, you’ll be perfectly positioned to grow your group bookings and minimize vacancies on any given day.
Offering extras can help you create a fun, social, and memorable experience, and also boost your revenue from group bookings. Groups may be more inclined to add these extras when they’re booking for special occasions. For example:
Families and friendship groups might be particularly keen to invest in a photo package so they’ll be able to look back on that anniversary or birthday celebration.
If you’re able, having two or more tour guides or staff members on hand to assist a large group booking has a number of benefits you can:
Some online booking systems will include the ability to allocate staff and resources to specific tours, making this type of management simple.
Large group reservations can take extra time and preparation, but this is much more straightforward with the right booking software. Before the day, be sure to:
An extra tip for group management: If you’re integrating Rezdy for booking and Wherewolf for waivers, you can use their Active Dashboard to manually check guests out as they leave. This makes it much easier to manage your onsite safety and ensure that no one in a large group gets left behind.
Group bookings can help to fill capacity, increase business in the quiet times and give you many more happy customers who can spread the word about your brand. The outcome is more bookings and more business!
Once you’re set up to receive and attract groups with the above tips, you’ll be able to welcome each group reservation without the stresses that can otherwise go hand-in-hand with these complex bookings.
Our free Master Class provides in-depth articles on advertising, analyzing, and reselling your tours or activities through leading travel agents and OTAs. To get started, visit the Master Class page and browse through the different chapters at your own pace. And as always – if you’re looking for powerful online booking software with flexible integrations, we’d love to show you around Rezdy with a free guided tour or you can start a FREE 21-day trial today.
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