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    1. Group Booking Overview
    2. Small Groups
    3. Large Groups
    4. Prepare for Visit Day

 

1. Group Booking Overview

Group booking is crucial in the leisure industry for several reasons:

  1. Enhanced Social Experience: Many leisure activities are more enjoyable when experienced with friends, family, or colleagues. Group bookings facilitate organizing and participating in these activities together, enhancing social interactions and creating memorable experiences.

  2. Increased Revenue: Group bookings often involve larger parties, leading to higher revenue per booking compared to individual bookings. Offering group packages and discounts can attract more customers and boost overall sales.

  3. Efficient Capacity Utilization: Leisure venues, such as tours, attractions, and events, can optimize their capacity by accommodating larger groups efficiently. This helps maximize revenue and ensures a more vibrant atmosphere.

  4. Attracting Corporate and Special Events: Group bookings are attractive to corporate clients and organizers of special events (e.g., team-building exercises, celebrations), providing opportunities for venues to cater to specific needs and preferences.

  5. Customer Satisfaction: By offering streamlined booking processes, customized packages, and accommodating group-specific requests, leisure businesses can enhance customer satisfaction and loyalty.

  6. Marketing and Word-of-Mouth: Satisfied group customers are likely to share their positive experiences with others, leading to word-of-mouth promotion and potentially attracting more group bookings in the future.

Overall, group bookings not only contribute to revenue growth but also play a significant role in creating enjoyable and memorable leisure experiences for participants.

Managing groups can be approached in various ways:

  • Small Groups (e.g., family reunions, birthday parties): Allow them to book and pay for group visits through our regular checkout process.
  • Larger Groups (e.g., school visits, corporate events): These require more detailed planning and personalised attention, including quotes and invoices to support their internal processes. Tailor the visit experience to meet their specific needs.

 

2. Small Groups

 

For managing smaller groups, we recommend using the regular checkout flow. Follow these steps:

  1. Create a Category 'Group Tickets:
  2. If you are offering different packages, create a separate category for every package:
  3. Create tickets for every package and do not forget:
    • Set minimum number of tickets to qualify as a group booking.
    • Enhance Ticket Appeal: Include meal vouchers and souvenirs to make the entry ticket more attractive.
    • Optional Upsells: Offer additional options like guided tours and family photo sessions.

    • Apply Discount Rules: Encourage conversions with discount offers (e.g., Buy 5 student tickets, get 1 teacher ticket free).

    • Dynamic Pricing: Use dynamic pricing to encourage earlier bookings.
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3. Large Groups

Larger groups may need more personal attention and, due to their corporate processes, they might require quotes and invoices. While we don't currently support PDF processing, here's how you can handle group bookings using the Convious system.

CategoriesSetup

3.1. First contact:

  • Create an Category 'Large Groups' 
    • Note: This category should not have any tickets assigned to it
  • Redirect the category to a TypeForm, Google Form, or another contact form of your choice. Find more information here
  • Display this category in the checkout

3.2. Group Reservation Category

  • Create a Category named 'Large Group Reservation' and hide it from the checkout.
  • Create products and assign them to this hidden category.
  • If additional activities with specific time slots are needed, create Upsell products with dedicated time slots.
    • Tip: Tickets for Large Group bookings should not be shared with other categories. This will help you identify Large Group booking orders later. See step 3.6.

Group Reservation Processing

3.3. Create Reservation

  • When you receive a new request, go to Convious Control Panel -> Orders-> Pending Reservations -> New Reservation.
  • When creating a New reservation you will only see the dates which are available for the requested number of people. To understand the day business better, check the Admission and Capacity report under Convious Control Panel -> Venue -> Capacity
  • If requested days are not available, contact the Group Leader to discuss alternative options. Once all details are confirmed, proceed with the following steps..
  • On the New Reservation page, choose either 'Send Payment Link' or 'Send Bank Transfer'.
  • Navigate to the 'Large Group Reservation' hidden category and select tickets as per the request to reserve them in the Convious system.
    • Tip: Always request a Reference ID for bank payments.
  • After creating the reservation, find it under Control Panel -> Orders -> Pending Reservations
  • Locate the reservation by Reference ID, email and date, and add relevant comments in the note section.
    • Note: We don't support sending PDF invoices from Convious but you can use a different tool or manually create them. More can be found here.

3.4. Adjust the reservation

If a customer requests corrections:

  • Navigate to Control Panel -> Orders -> Pending Reservations.
  • Find your offer by Reference ID
  • Click Actions -> Edit and make the necessary changes.
  • After making changes, the customer will receive an email with the updated offer.
  • Resend the tailored offer if needed.

3.5. Processing Payment

  • Once payment is received, find the offer using the provided Reference ID.
  • Locate the offer, click Actions -> Mark it as Paid
  • Once the offer is marked as paid, the order will be created, and the tickets will be sent to the customer.

4. Prepare for the Visit Day

3.6 Extract all group bookings for the day

For the visit day, ensure you are ready to host the groups and instruct your teams accordingly. Follow these steps to prepare the Run Sheets:

  • Go to the Order list and filter orders by:
    • Visit date
    • Group tickets
  • Export the orders.

For more tips on how to work with exported Excel files, click here.