How to handle large group bookings at your restaurant

To handle large group bookings well, decide the size above which groups book by phone or email, protect the booking with a deposit or a card on file, agree the menu and timing in advance, and tell the kitchen before the day. Large groups bring good revenue, but a party of twelve that doesn’t show, or orders twelve different mains at once, can sink a service.

Set a size limit for online booking

Most restaurants let guests book online up to six or eight people, and ask larger groups to get in touch. That gives you the chance to:

choose the right tables or area;
talk about menus, timing and dietary needs;
explain the deposit or no-show policy.

Protect the booking

A no-show from a large group is expensive. Common approaches:

Card on file with a per-guest no-show fee for groups of six or more.
Deposit per guest, taken off the bill, for groups of ten or more or for special dates.
Final numbers confirmed a day or two before, with the policy applying to the confirmed number.

See card on file or deposit for the differences.

For groups above a certain size, a set menu or a shorter group menu helps everyone:

the kitchen can prep ahead;
food arrives together;
the group knows the cost up front.

Ask for dietary requirements and allergies in advance and pass them to the kitchen in writing.

Plan the timing

Large groups take longer. Give the booking more time, and avoid seating them at the same moment as the rest of the room is ordering. Starting a big group at 6:30pm or after 8:30pm can be gentler on the kitchen than 7:30pm.

On the day

Have the table set before they arrive.
Take a drinks order first, food second.
Put one person in charge of the table.
If you add a service charge for large groups, say so on the menu and when the booking is made.

How ForStars fits

With ForStars, staff enter group bookings taken by phone on the kiosk, in the same list as website bookings. On the Growth and Premium plans, guests can save a card through Stripe, and you can charge in advance or charge a no-show fee from the reservation. See pricing.

Questions owners ask

What party size counts as a large group?

It depends on the room. For many restaurants it’s eight or more; for a small café it may be six.

Should I charge a deposit for every group?

Not always. Many venues use a card on file for medium groups and a deposit only for very large groups or busy dates.