Large groups such as hen and stag parties or company parties bring in a lot of revenue, but only if lanes, food, payments and timing fit together. The most reliable way to achieve this is to bring everything together in one booking rather than in spreadsheets, emails and phone notes. Here is what matters.
What makes large group bookings different
A large group is not simply a bigger version of a normal booking. Keeping track of several lanes, food and drink packages, payments from individual group members and a tight schedule all at once quickly stretches even experienced staff.
A hen or stag party brings a lot together: the organiser often books weeks in advance, the number of guests changes until shortly before, and on the night everything should be ready on time. Company parties also involve invoices to the company and a fixed running order with food and a programme.
Why spreadsheets reach their limits with large groups
Many operators still manage group bookings with spreadsheets, emails and notes. That works as long as things are quiet. But when several groups come on the same evening, mistakes creep in quickly: lanes get double-booked, the kitchen does not know the current number of guests, or a deposit is forgotten.
Mistakes like these stand out all the more on a special occasion such as a hen or stag party. Unhappy groups often do not come back, and they tell others about it. That is why you need a system that helps you avoid mistakes and makes things simpler for your team and your guests.
What a booking system should do for groups
A booking system brings lanes, food and drink packages, payments and timing together in one place. Look out for these points in particular:
- Several lanes in one booking. The group books all its lanes at once, and the system checks that they are free side by side.
- Food and drink packages. The group chooses its package when booking, and the kitchen knows in good time. More on this in the article Food and drink with bowling bookings.
- A deposit from the organiser. A deposit makes the booking more binding and protects you from empty lanes. To find out how online payments work, read Online payment for bookings.
- Shares paid individually. If every guest can pay their own share online, there is no need to split the bill at the end of the evening.
- A deadline for changes. The group can change the number of guests up to a fixed date. After that, you plan with the number you were given.
- House rules in the confirmation. Rules on alcohol, fancy dress or decorations go straight into the booking confirmation, so there are no arguments on the night.
This way you keep track of every detail and can focus on your guests.
How to get started
1. Work out what you need
Check which parts of group bookings take the most time today: planning the lanes, coordinating with the kitchen, or payments and invoices.
2. Choose the right solution
Compare booking systems using your typical groups. Ask to be shown how a hen or stag party of twelve people with three lanes and a drinks package looks in the system.
3. Test and roll out
Test the system with a few real group bookings first before you roll it out fully, and train your team.
4. Review and improve
Use the figures from the system to improve your packages and processes. Ask your team and the groups, too, what went well and what did not.
Better group bookings, happier guests
Well-organised group bookings do more than bring in revenue. They also make sure a hen or stag party or a company party is remembered fondly and that the group comes back. Start with the part that takes up most of your time today.
To find out which features a booking system should have overall, read the guide Booking system for bowling centres. One example of how group bookings with packages can look in a system is Flexybox.
