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👥 Accepting Online Group Bookings

Hostelworld’s Online Group Booking feature allows you to receive confirmed bookings for groups of 9 guests or more, up to the maximum group size you choose. Group reservations use your normal availability and prices but follow a separate set of group-specific policies that you configure in Hostelworld Inbox.

🛠️ How to Enable Online Group Bookings

  1. Log in to your account

  2. Go to: Property Setup → Groups → Accept Group Booking

  3. Switch Accept Group Bookings to “Yes”

  4. Complete all required Group Booking Criteria fields

Screenshot placeholder: Group Criteria overview


Once saved, your property can start receiving Online Group Bookings.

📋 What You Can Configure for Group Bookings

You can define a dedicated set of rules that apply only to group reservations, completely separate from your individual booking policies:

1. Group Size

  • Minimum (always 9+)

  • Maximum you are willing to accept

2. Age Ranges Accepted

Choose which age groups you allow (e.g., 18–21, 21–35).

3. Accepted Group Types

Select what types of groups you want to host, such as:

  • School/University groups

  • Sports groups

  • Holiday groups

  • Business groups

  • Cultural groups

  • Stag/Hen/Bachelor groups
    …and more

4. Minimum / Maximum Night Stay for Groups

5. Additional Criteria

Enter any rules or restrictions, such as:

  • Behaviour expectations

  • Quiet hours

  • Security deposits

  • Requirement to submit a full guest list prior to arrival

Screenshot placeholder: Additional criteria fields


💰 Payment Conditions for Group Bookings

Group bookings follow their own payment rules, which you define.

You can set:

1. When the remaining balance must be paid

  • On arrival

  • 1 week prior

  • 2 weeks prior

  • 30 days prior

  • Custom timelines

2. Cancellation, No-Show & Reduction Policies

Specify what happens if:

  • The group cancels

  • Fewer guests arrive

  • The group does not show up

3. Additional Group Terms & Conditions

For example:

  • “Full guest list required X days before arrival”

  • “Security deposit required upon arrival”

 

🔒 Important: Deposit Policy for Group Bookings

Hostelworld collects a non-refundable deposit at the time of booking for all Online Group Bookings.

This deposit is:

  • Retained by Hostelworld

  • Non-refundable under all circumstances

  • Separate from any payments due directly to your property

Your property collects the remaining balance based on the payment schedule you define.

✔️ Guests Must Accept Group Booking Terms Before Booking

When a customer selects 9+ guests on Hostelworld:

  1. A Group Booking Terms & Conditions pop-up appears

  2. The customer must read and accept these terms

  3. They cannot continue to the booking page unless they click “I Accept”

This ensures guests fully understand:

  • Your property’s group rules

  • Your payment conditions

  • Your cancellation and no-show policies

  • The non-refundable deposit policy

Only after accepting the terms can the customer proceed to complete the reservation.

📩 After a Group Booking Is Made

  • The reservation is instantly confirmed

  • Guests receive a Group Booking reference number

  • All details appear in your Inbox like any other booking

💬 Need help?

If you need support setting up your group criteria or conditions, the Hostelworld Support Team is here to help.