Groups, parties and private sessions

A group booking is a plan for people, rooms, timing and payment. Start with what the physical venue can deliver before configuring a package or collecting a deposit.

Real product screen · Sep 6, 2026

Desktop Phone

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1. 1Choose the period you mean to review.
2. 2Search for the intended reservation before making a change.

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The demo venue’s booking list has no bookings in the selected period. Filters and search work independently of this empty state.

1. 1Choose the period you mean to review.
2. 2Search for the intended reservation before making a change.

Plan the group

Ask for the date, preferred times, total players, age requirements, accessibility needs and one responsible host. Decide whether the group fits one room or needs multiple rooms and staggered briefings. Check each room’s capacity and reset window; the total size of a party is not a reason to exceed a room limit.

Use Group sales / Group bookings and the available package tools for the workflow your venue has enabled. For a simple private session, verify the booking’s privacy and capacity options instead of assuming every ordinary booking blocks the whole room.

Put the commercial details in one place

State what is included, the total, the deposit if offered, the remaining balance, cancellation terms and when the final player count is due. Match those terms to the saved booking settings and your actual policy. A custom request to IOX can describe the desired package, but submitting that request does not create or sell it immediately.

If participants receive separate invitations or payment shares, check who is paying each amount. The organizer’s payment summary can show paid, unpaid and cancelled participants. A participant invitation does not guarantee payment or waiver completion.

Before arrival

1. Review the room and time allocated to each subgroup.
2. Confirm remaining balances and the person authorized to settle them.
3. Share accurate arrival and waiver instructions through the supported booking workflow.
4. Assign game masters and explain any synchronized start or shared party space.
5. Give the front desk one clear list of exceptions and host contact responsibilities.

Do not repeatedly send demonstration emails to the host to review a design. Use the actual template gallery, then inspect the enabled live message settings.

On the day

Check in each participant and confirm the final count. Handle late additions with capacity and price checks. Keep the physical reset and next booking protected even when a celebration runs long.

After the event, verify the recorded result and balance before follow-up. Photos and return offers should respect the recipients’ permissions and communication preferences. See guest emails and return visits.