When a large group of friends or a family reunion rolls into your campground, RV park, or glamping resort, it’s both a blessing and a challenge. You know the joy of seeing people gather and have fun, but managing these groups can bring a few headaches. Let’s dive into some of the common challenges and how you can turn them into opportunities to delight your guests.
Take the Johnson family reunion, for example. They’ve chosen your campground for their yearly get-together, bringing along cousins, aunts, uncles, and grandparents. The Johnsons are excited, but they’re also worried about staying close together. You know the frustration if they end up scattered all over the park. One way to tackle this is by creating designated group areas within your layout.
Designate a cozy corner of your park where several RVs or tents can fit. You can offer a cluster of glamping tents that are close enough for morning coffee chats but spacious enough for privacy. Mark these areas clearly on your map and promote them as “Family Reunion Zones” or “Group Gathering Spots.” This small adjustment makes a big difference for families like the Johnsons, ensuring they have an enjoyable and connected experience.
Now, let’s talk about group bookings. It can be tricky when multiple families call in at different times. To streamline this, consider implementing an online group booking system. This allows one person to book multiple sites and pay in one go, saving everyone time and hassle.
But technology isn’t the only answer. Personal touch still matters. Assign a staff member as a group coordinator. When the Johnson family calls, they get to speak to someone who understands their needs and can arrange everything smoothly. The group coordinator can manage special requests, ensuring that everyone gets what they need without any mix-ups.
Activities are another area where you can shine. Large groups love having things to do together. Offer guided hikes, scavenger hunts, or craft sessions that everyone can join. Think of the excitement on the kids’ faces during a treasure hunt or the laughter shared around a bonfire storytelling session. These activities create memories and give groups reasons to return year after year.
Consider adding flexible spaces for gatherings. A pavilion or a large gazebo can work wonders. The Johnsons can have a BBQ under a spacious pavilion, sharing laughs and stories while being protected from the elements. These spaces can be booked ahead of time to ensure that groups have a special spot just for them.
Don’t forget about the little details. Provide extra picnic tables, fire pits, and BBQ grills in your group areas. These additions might seem small, but they make a huge impact on the overall experience. It sets the perfect stage for a fun-filled play.
Communication is key. Stay in constant touch with the group organizer. Send them a welcome packet before arrival, detailing all the activities, amenities, and rules. This helps set expectations and reduces any chances of confusion. A well-informed guest is a happy guest.
Flexibility in check-in and check-out times can also be a big hit. Large groups often travel from different places and might not arrive at the same time. Allowing them to check in a bit early or check out a bit late can relieve stress and make their stay more pleasant.
Remember to keep your staff prepared. Train them to handle large groups with patience and a smile. When the Johnsons arrive, they’ll feel welcomed and cared for, rather than just another reservation.
Create a feedback loop. After the group departs, reach out and ask for their thoughts. What worked well? What could be improved? This not only shows you care but also provides valuable insights for future guests.
Sometimes, it’s the fun extras that make the biggest difference. Offer group discounts on rentals like bikes or kayaks. A group of cousins exploring the lake together on kayaks creates a memory that ties them to your park.
Promote your success stories. Include testimonials from happy groups on your website. When new visitors see how much fun others had, they’re more likely to book with you. A photo of the Johnson family reunion smiling and enjoying your campground can be a powerful motivator.
Lastly, always be ready to adapt. Each group is unique, and their needs may differ. Stay flexible and open to suggestions. The Johnsons might have a special request that becomes a new feature you offer to all groups.
Focusing on these areas, you can transform the challenges of hosting large groups into opportunities to create unforgettable experiences. When the Johnson family leaves, they’ll be counting down the days until they can come back, and that’s the best kind of success.