How to manage large party bookings

To manage large party bookings profitably, you need deposits, clear policies, advance communication, and pre-order options. Restaurants that systematize large party management protect significant revenue; those that treat them like regular reservations face costly no-shows and operational chaos.

A party of 12 that no-shows costs you more than twelve individual no-shows. You’ve pushed tables together, scheduled extra staff, prepped for a specific headcount, and turned away other reservations. When that group doesn’t appear, you can’t easily recover those seats.

Key takeaways

• Main solution: Deposits + lead time requirements + pre-orders + confirmation calls
• Expected result: Near-zero no-shows on large bookings, smoother service
• Time to implement: 1-2 hours to document policies, ongoing enforcement
• Cost: Free (process changes only)

Before you start

Large parties need different handling than regular reservations. Start by defining your thresholds.

What you’ll need:

• Definition of what counts as “large” for your restaurant
• Deposit collection capability in your system
• Policy documentation for staff and guests
• Pre-order menu options (recommended for 10+)

Define your thresholds:

Adjust based on your floor plan. If a 6-top requires pushing tables together, that’s your large party threshold.

Step 1: Set deposit requirements

Deposits transform casual inquiries into committed bookings and provide fair compensation if plans change.

What to do:

1. Define deposit amounts by party size
2. Set up collection in your reservation system
3. Create clear cancellation terms
4. Train staff on the policy

Deposit structure:

Cancellation policy:

• Full refund: Cancel before window
• 50% refund: Cancel within window
• No refund: Less than 24 hours or no-show

Make policies crystal clear at booking. Send written confirmation with terms.

Step 2: Require appropriate lead time

Large parties need advance notice for kitchen prep, staffing, and table setup.

What to do:

1. Set minimum lead time by party size
2. Block same-day large party requests
3. Require longer lead time for peak periods
4. Build confirmation touchpoints into the timeline

Lead time requirements:

What lead time allows:

• Kitchen can order and prep appropriately
• You can schedule adequate staffing
• Tables can be configured in advance
• Deposits can be collected and confirmed

Step 3: Capture complete information upfront

Large party bookings require more details than standard reservations. Capture everything at booking.

What to do:

1. Create a large party booking checklist
2. Train staff to collect all required information
3. Document in your reservation system
4. Send confirmation with all details

Information to capture:

• Contact name and phone (not just email)
• Exact headcount with buffer (“confirmed 10, possibly 12”)
• Occasion (birthday, business dinner, celebration)
• Dietary restrictions and allergies
• Timing constraints (“must be out by 9pm”)
• Billing expectations (one check, split, company card)

Why this matters: Missing information creates problems night-of. A surprise birthday requires a dessert plan. Dietary restrictions need kitchen notice. Timing constraints affect table assignment.

Step 4: Implement pre-orders for 10+

Pre-ordering simplifies everything about large party service for kitchen, staff, and guests.

What to do:

1. Create 2-3 prix fixe options at different price points
2. Require selections 48-72 hours before
3. Include drink package options
4. Collect dietary restrictions with pre-order

Pre-order benefits:

Prix fixe structure:

• Option A: $45/person (appetizer, entree choice of 3)
• Option B: $65/person (appetizer, entree choice of 5, dessert)
• Option C: $85/person (3 courses, premium selections)
• Add drink package: $25-40/person

Pre-orders also lock in revenue, reducing the impact if a few guests drop.

Step 5: Build a confirmation cadence

Large parties require multiple touchpoints to confirm headcount, timing, and details.

What to do:

1. Send immediate booking confirmation
2. Confirm 48-72 hours before
3. Final confirmation day-of
4. Document all confirmations

Confirmation timeline:

What to confirm:

• Final headcount (get specific number)
• Arrival time
• Pre-order selections (if applicable)
• Special requests
• Payment arrangements

Step 6: Handle headcount fluctuations

Large parties rarely arrive at exactly the booked number. Build flexibility into your process.

What to do:

1. Set headcount change policies
2. Communicate policies at booking
3. Document final count at confirmation
4. Know when to charge for drops

Headcount policies:

At booking, communicate: “We’ll confirm final headcount 48 hours before. After that, we’ll charge based on the confirmed number even if fewer guests attend.”

Step 7: Set arrival and seating policies

Large parties tend to trickle in. Clear policies prevent chaos.

What to do:

1. Define your partial seating policy
2. Set a hold time limit
3. Communicate policies in confirmations
4. Train hosts on enforcement

Arrival policies:

• Hold table for 15 minutes past reservation time
• Seat when 75-80% of party arrives
• Release table if no guests arrive within 20 minutes

How to communicate: “We’ll hold your table until 7:15 for your 7pm reservation. We’re happy to seat your party once most guests arrive. Let us know if you’re running late.”

Day-of management:

• Assign a manager or lead server to greet and coordinate
• Have a staging area if the full party isn’t ready to seat
• Brief kitchen on exact timing once party is seated

Common mistakes to avoid

Treating large parties like regular reservations

They need different lead times, policies, and communication. Build a separate workflow.

Skipping deposits for regulars or referrals

Policies should apply consistently. Your best regular’s friend can still no-show and cost you $1,500.

Underestimating setup time

Pushing tables together, setting for 14, and briefing the server takes longer than you think. Block time before the reservation.

Forgetting opportunity cost

That 14-top occupies space that could have seated 16-18 guests across smaller parties. Price and policy accordingly.

No backup plan for no-shows

Know what you’ll do if the 8pm 12-top doesn’t appear. Can you quickly reconfigure for walk-ins? Open seats on your waitlist?

How to measure success

Track these metrics for large party bookings:

Calculate your opportunity cost:

For private dining that seats 20 on a Saturday (2 turns expected, $75 check): 20 x $75 x 2 = $3,000 opportunity cost

Set minimum spend at $2,400-3,000 to protect that revenue.

Tools that help

Modern reservation systems support large party management with specialized features.

Deposit collection integrates into the booking flow, making it easy for guests and automatic for you.

Guest notes store all the details you captured at booking, visible to everyone who needs them.

Table blocking reserves the right configuration in advance, preventing accidental double-booking of the space.

Confirmation automation sends reminders at the right times, though you should still make personal calls for large parties.

If your system doesn’t support deposits or detailed notes, Resos includes these features with no per-cover fees.

The bottom line

Large party bookings are high-reward, high-risk. Treat them with the special handling they require. Define your thresholds, require deposits for parties over 8, capture complete information upfront, and confirm multiple times.

The goal isn’t to make large parties difficult to book. It’s to ensure the ones you book actually show up, prepared and ready for a great experience.

Start by documenting your large party policy this week. Train your team on the process. Apply it consistently.

Related guides: Prepayments and deposits | No-show rate | Capacity planning