Minimum Number of Guests Required
If you require a minimum number of guests per tour, you can set the minimum number of people per booking when you set up your tour. So, for example, when a guest books they have to choose at least 3 people to book the tour.
If you run group tours that require a minimum number of people, yet you want to allow guests to book less than the minimum amount, please read on.
Some group tours require a minimum number of guests, and the booking isn't confirmed until the minimum threshold is met across multiple bookings. For example, if a tour requires minimum 5 people to happen but a guest books for 1 person, then the tour isn't confirmed for that guest until 4 more people have booked.
We don't believe this approach is a great experience - for you or your guests. Here's why:
- For your guests, an unconfirmed booking means they can't finalize their travel plans. Guests book tours online in order to secure travel plans, and the risk that their plan is not secure will often turn them away to another provider who can secure their booking. We've found the conversion rate on tours without confirmed bookings is much lower than tours with confirmed bookings.
- For you, sending emails and communicating to guests once their booking is confirmed (as well as managing the guest drop-off for those that have changed plans) introduces a lot of unnecessary manual work and hassle, particularly if most of your tours end up meeting the minimum threshold.
We recommend an alternative approach that is better for you and your clients and works great with many of our partners who run these types of tour.
When a guest books your tour, they submit a booking request to you and we put a hold on their credit/debit card for the booking amount for 7 days (the maximum allowed by card companies). Within that time, if the tour meets the minimum number of people, you accept the booking. The guests' credit/debit card is charged the amount and your guest receives a confirmation email automatically with no additional work from you.
If the tour does not the minimum number of people within 7 days, you can:
- Reschedule the guest to another tour after communicating with them. The guests' credit/debit card is charged and a confirmation email is sent automatically.
- Accept the booking if you believe the tour will fill up. You can always reschedule the guest later, or cancel the booking and refund the guest as a last resort.
During this time, you can easily communicate with your guest anytime from the AnyRoad Dashboard.
If you chose to take no action, the hold is automatically released from your guests' credit/debit card 7 days after they have submitted their request to ensure the safety of both you and your guests.
We've found this approach works much better because guests and you have confirmed bookings, and you have a lot less manual work. Generally, it's better to cancel a few bookings if the tour isn't filled rather than make a much great number of guests wait for a confirmed bookings (and often make other plans in the meantime). You'll end up with a higher conversion rate, more bookings, less drop-off and ultimately happier guests.