Introduction
A 50-RV club rally, a family reunion taking 15 sites, a motorcycle club weekend gathering—group reservations can be some of your most lucrative bookings. They fill multiple sites at once, often during shoulder seasons, and come with built-in coordination from the group organizer.
But groups also bring complexity: complex contracts, varied arrival times, last-minute changes, and higher stakes if things go wrong. Mismanaging a group event can damage your reputation in an entire community.
This guide covers how to successfully book, plan, and execute group events at your campground.
Understanding Group Business
Types of Group Reservations
| Group Type | Typical Size | Characteristics | | --------------------- | ------------ | --------------------------------------- | | RV Club Rallies | 20-100+ rigs | Organized, experienced, regular events | | Family Reunions | 5-30 sites | Mixed experience levels, one-time event | | Corporate Retreats | 10-50 people | High expectations, budget available | | Motorcycle/Car Clubs | 10-50 sites | Tight community, often annual event | | Scouting Groups | Varies | Youth supervision requirements | | Religious Groups | Varies | Often include programming/services | | Weddings/Celebrations | Varies | One-time, high emotional stakes |
Why Groups Matter
Revenue benefits:
- Fill multiple sites at once
- Book shoulder seasons and weekdays
- Higher advance commitment
- Add-on revenue (pavilion rental, catering, firewood)
Marketing benefits:
- Exposure to new potential guests
- Word-of-mouth in organized communities
- Social media content opportunities
- Relationship with group organizers
Challenges:
- Complex logistics
- Multiple stakeholders
- Single-point-of-contact dependency
- Higher consequences for problems
The Group Booking Process
Step 1: Inquiry Handling
When a group inquires, gather essential information:
Initial questions:
- Organization name and contact
- Approximate dates and flexibility
- Number of sites needed
- Type of sites required (size, hookups)
- Any special requirements (meeting space, catering)
- Is this a new or recurring event?
Respond quickly. Groups often contact multiple campgrounds simultaneously.
Step 2: Site Planning
Before confirming, assess fit:
Capacity check:
- Do you have enough contiguous or nearby sites?
- Can you accommodate their RV sizes?
- Will this block too much transient capacity?
Layout planning:
- Can the group be clustered together?
- Where is the best location for their activities?
- Parking for day visitors?
- Access to facilities they'll need?
Step 3: Proposal and Negotiation
Provide a formal proposal:
GROUP RESERVATION PROPOSAL
Event: [Club Name] Annual Rally
Dates: [Date] - [Date]
Sites: [Number] [Site types]
Group Rate: $[X] per night per site
Includes:
• Reserved site cluster in Area [X]
• Use of pavilion for group dinners
• Welcome packet for each rig
• Dedicated contact during event
Requirements:
• Signed contract and 50% deposit by [Date]
• Final count and payment by [Date]
• Group coordinator on-site during event
Please confirm by [Date] to secure these dates.
Step 4: Contract Signing
Never proceed without a signed contract. Group contracts should include:
Essential elements:
- Event name, dates, number of sites
- Pricing (per site, total, any extras)
- Deposit amount and due date
- Final payment terms
- Cancellation policy (often stricter than standard)
- Site assignment process
- Group coordinator responsibilities
- Campground liability/insurance
- Rules and expectations
Step 5: Pre-Event Coordination
In the weeks before arrival:
4-6 weeks out:
- Confirm final count
- Assign specific sites
- Review schedule/activities
- Coordinate any special needs
1-2 weeks out:
- Send arrival instructions
- Confirm group coordinator contact
- Prepare welcome materials
- Brief staff on the event
Day before:
- Final site preparation
- Ensure all services functional
- Staff awareness of arrival schedule
Pricing Group Reservations
Discount Structure
Groups expect discounts. Common approaches:
| Group Size | Typical Discount | | ----------- | ---------------- | | 5-9 sites | 10% | | 10-19 sites | 15% | | 20+ sites | 20-25% | | 50+ sites | Negotiated |
Important: Discounts should reflect actual savings, not just give away revenue.
What Justifies Group Discounts?
You're saving money on:
- Marketing/acquisition costs
- Multiple booking transactions
- Variable occupancy risk (guaranteed fill)
- Possibly slower seasons
You're investing in:
- Relationship building
- Future bookings
- Word-of-mouth marketing
Add-On Revenue Opportunities
Recapture some discount through add-ons:
- Pavilion/meeting space rental
- Catering or food service
- Firewood bundles
- Golf cart rentals
- Activity equipment rental
- Welcome packets
- Group photos
Rally and Event Logistics
Site Clustering
Groups strongly prefer to be together. Plan for:
Cluster assignments:
- Block adjacent sites
- Consider noise (group activities) vs. regular guests
- Position gathering areas centrally
- Plan for varying RV sizes
The "good neighbor" buffer:
- If possible, leave one row between group and transient sites
- Or place group in section with fewer transients
Common Areas and Activities
Typical group needs:
- Large gathering space (pavilion, fire ring area)
- Power for presentations or music
- Parking for visitors or day guests
- Space for portable canopies if allowed
- Clear area for group photos
Activity coordination:
- Will they need quiet hours exceptions?
- Any road closures for parades/processionals?
- Compatibility with other campground activities?
Group Check-In
Don't try to check in 50 RVs through normal process.
Efficient group check-in:
- Pre-assign all sites before arrival
- Provide organizer with complete roster and assignments
- Set up dedicated check-in location if large group
- Consider "escort" system—lead rigs to their section
- Handle administrative details with organizer, not individuals
Information packet per rig:
- Site assignment and directions
- Campground map with group area highlighted
- WiFi password
- Event schedule
- Campground contact info
During the Event
Staff Presence
Assign a staff point-of-contact for the group:
- Available (or reachable) during event hours
- Authority to handle reasonable requests
- Communication channel with organizer
Common Issues and Responses
| Issue | Solution | | ------------------------------- | --------------------------------------- | | Late arrivals need site changes | Have contingency sites identified | | Equipment/utility problems | Prioritize quick resolution | | Noise complaints from others | Mediate early, remind of quiet hours | | Weather disruption | Communicate alternatives, stay flexible | | Medical or safety emergency | Have emergency plan, execute calmly |
Protecting Other Guests
Groups shouldn't negatively impact non-group guests:
- Monitor noise levels during quiet hours
- Ensure common facilities remain accessible
- Address any behavioral issues promptly
- Communicate proactively with affected neighbors
After the Event
Post-Event Review
Within a week of departure:
With the organizer:
- Thank them for their business
- Ask for feedback (what worked, what didn't)
- Discuss next year's dates if appropriate
- Request testimonial or review
Internal review:
- What went well?
- What problems arose?
- How can we improve for next time?
- Document lessons learned
Building Long-Term Relationships
The best group business is repeat business:
- Offer first-right-of-refusal on dates
- Maintain relationship through off-season
- Send holiday/seasonal greetings
- Invite to other campground events
- Make rebooking easy
Sample Group Contract Clauses
Cancellation
CANCELLATION POLICY:
• 90+ days before event: Deposit refundable minus $100 admin fee
• 60-89 days before: 50% of deposit forfeited
• 30-59 days before: Full deposit forfeited
• Less than 30 days: Full payment due, no refund
Reduction in sites: Sites may be reduced without penalty up
to 30 days before arrival. Within 30 days, reductions follow
standard cancellation policy.
Liability
LIABILITY AND INDEMNIFICATION:
[Group Name] agrees to indemnify and hold harmless
[Campground] from any claims, damages, or liability
arising from the group's activities during this event.
Group coordinator is responsible for ensuring members
comply with all campground rules.
Noise and Conduct
CONDUCT EXPECTATIONS:
All group members must comply with campground rules.
Group activities may extend until [time], after which
quiet hours apply. Campground reserves the right to
terminate event if conduct standards are not maintained.
Key Takeaways
- Groups are valuable — they fill sites, create revenue, and build relationships
- Contracts are essential — formalize everything before confirming
- Logistics matter — clustering, check-in, and activities need planning
- Pricing should balance — discounts reflect savings but protect margins
- Relationships drive repeat business — nurture organizer connections
Conclusion
Group reservations require more planning than individual bookings, but the payoff is substantial: significant revenue, filled sites during slower periods, and exposure to communities of potential future guests.
The keys to success are clear contracts, thoughtful logistics, and excellent communication with group organizers. Get these right, and you'll build relationships that bring groups back year after year.
[LINK: operations/11-weather-cancellations] Learn how to handle weather disruptions that can affect group events.
Keepr includes group booking features with block reservations, group pricing, and organizer management tools—simplifying even the largest rally events. Plan your next group at campreserv.com