Large Group Bookings: Pricing, Deposits, and Floor Plans That Actually Work

A group of twelve calls on a Wednesday asking for Saturday. Say yes without thinking and you might find yourself staring at an empty long table at 8:30 p.m. because half the party didn't show. Say no and you missed a €1,200 night. The operators who win at large groups do three things differently.

1. Price the slot, not the menu

A twelve-top on a Saturday night blocks out three or four turns. The group isn't just buying food — they're buying capacity. A minimum spend per person is fairer to everyone than à la carte chaos, and it lets the kitchen plan. For high-demand slots, a group menu (two or three options per course) speeds service and protects margin.

2. Require a deposit — and automate it

No deposit, no booking, for any group above your threshold (six, eight, or twelve — pick one). A card pre-authorisation or a partial prepayment filters out casual callers and cuts no-shows by something close to 90%. The right system charges the card only if they don't show or cancel late, so paying guests never feel nickel-and-dimed.

3. Build the floor plan for the group, not around it

Scattering twelve people across three small tables is worse than seating four people and telling the others you're full. Know in advance which tables combine, which walls the long setup runs along, how long it takes to prep. A visual floor plan with combinable tables saves the argument at 5:45 p.m. on the Saturday.

Communicate, then communicate again

A reminder 48 hours before with final numbers. A second one the day of. If dietary requirements haven't come in by Thursday, ask again. Groups are the single most common source of "we forgot to tell you" moments — tighten the loop.

Handle cancellations like an adult

People cancel. Your policy should be clear, written in the confirmation email, and enforced without apology. 72 hours free, 48 hours half the deposit, 24 hours the full deposit. Everyone understands this if it's spelled out; the problem is restaurants that invent the policy after the cancellation.

What a good system does for you

• Combinable-table rules so twelve tops aren't a daily negotiation
• Deposit and pre-auth rules by party size, not just "on everything"
• Automatic reminders at 48h and 24h
• Terms and cancellation text the guest accepts at booking, in their language

Groups are where a restaurant makes its month. Reservation.Tools lets you set deposit rules per party size, combine tables visually for long setups, and send reminders automatically — so the only surprise on the night is how much fun the table is having.