Minimum Number of Guests Required
If you require a minimum number of guests per experience, you can set the minimum number of people per booking when you set up your experience.
If you run group experiences 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 experiences require a minimum number of guests, and the booking isn't confirmed until the minimum threshold is met across multiple bookings. For example, if an experience requires a minimum of 5 people to happen but a guest books for 1 person, then the experience 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 experiences 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 experiences without confirmed bookings is much lower than experiences 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 experiences end up meeting the minimum threshold.
We recommend an alternative approach that is better for you and your guests and works great with many of our partners who run these types of experiences.
When a guest books your experience, 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 experience 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 experience does not the minimum number of people within 7 days, you can:
- Reschedule the guest for another experience 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 experience 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 experience isn't filled rather than make a much great number of guests wait for a confirmed booking (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.