A table for two fits almost any restaurant. A group of ten or fifteen is different: more space, a longer service, extra attention in the kitchen and often more risk if they do not show up. Without clear rules you end up with overcrowded dining rooms, stressed service or empty large tables on busy evenings.
In this article you learn how to handle group reservations structurally: from what party size you apply different rules, how to set up your table plan and reservation settings, and how to treat guests fairly without overloading your kitchen. Everything is possible in Restotailor, included in €65 per month.
Why groups are different
A group is not a large version of a couple. Orders come in later, dishes do not leave the kitchen at the same time and the table stays occupied longer. In the kitchen that means peak pressure at one moment and less flexibility for walk-ins. On the floor you need to know who the contact person is, whether there is a birthday or company event, and whether everyone wants to pay together. Unlimited online booking seems hospitable, but quickly leads to frustration: a group of twelve booking via the widget when you only have tables for eight, or a Friday evening filled by one reservation that blocks half the room.
Groups also hurt more financially with a no-show. One empty table for four is annoying; an empty table for fourteen is half a service lost. That is why many restaurants apply separate rules for larger parties: longer reservation duration, deposit, phone confirmation or a set menu. The goal is not to be less hospitable, but to stay predictable for your team and your other guests.
From how many people is it a group?
There is no legal threshold, but in practice many restaurants choose between six and eight people. From that number you switch to group rules: longer table time, possibly a deposit, sometimes phone booking only. Smaller parties of four or five often still fit your standard online flow. Set your threshold based on your room: how many large tables do you have, how many covers per shift do you want to give to one group at most, and what can your kitchen handle at one time slot?
Record your threshold in your reservation widget: maximum party size per online booking and a clear message for larger groups ("Call us for reservations from 8 people"). That way nobody books online for twelve when you prefer to arrange that by phone. Consistency matters: the same number in your widget, on your website and in what your team says on the phone.
Large tables in your table plan
Your table plan is the starting point. Draw your large tables realistically: a table for eight is not a table to squeeze twelve at. Per table you set the maximum number of seats and decide whether it is bookable online. Many restaurants keep large tables offline for online reservation and schedule groups manually, so you keep control over which dining room or terrace you assign. Have a private room or upper floor? Create a separate plan there and assign groups to that space when it fits.
Need to push two tables together for a group? Note in the reservation overview which tables are combined, so your team and kitchen know what is going on. Read more about layout and live shift overview in our article on the table plan for your restaurant. A good plan prevents you from puzzling on the evening itself where a group of fourteen will sit.
Reservation rules for kitchen and service
Groups almost always need a longer reservation duration than a table for two. Rather allow too much time than too little: better a table that becomes free fifteen minutes early than guests who feel rushed because the next reservation is waiting. In Restotailor set a longer duration per shift or adjust your general rules for larger parties. Also think about time between two services if you run two services in one evening: a group that arrives late can disrupt your second service.
For very large groups a set menu or limited choice often works better than à la carte for everyone. You discuss that by phone, not via the standard widget. Record agreements in the reservation and in the guest profile of the contact person: menu, course timing, dietary needs per person. More on allergies and preferences in our article on tracking dietary requirements.
Bookable online or phone only?
You do not have to take groups fully offline. Many restaurants allow online booking up to their threshold (for example maximum 6 people via the widget) and refer larger parties to the phone. That gives you room to ask about the occasion, menu wishes and timing. Other venues let groups up to eight book online on specific large tables, with automatic deposit from a certain size. Choose what fits your style: a brasserie with many informal groups can be more generous online; a fine-dining room almost always wants to confirm groups personally.
Whatever you choose, make the route clear. On your website, in your widget and in confirmation emails: "For groups from X people, call us on …" or "Book online up to X people." The guest feels no dead end, but a logical next step. Also read our step-by-step guide for online reservations on your own website if your widget is not yet optimal.
Deposit, cancellation and guest details
A deposit for groups is common and often effective against no-shows. Many restaurants ask for a prepayment from six or eight people, sometimes per cover. In Restotailor you set a fixed amount or multiplication per person, so a group of ten automatically pays the right deposit when booking online. Phone group reservations? Send a payment link by email from the reservation overview. More legal context and setup in our article on deposits when booking.
Combine payment with clear cancellation rules in your confirmation email: until when free cancellation, what happens with late cancellation. Record the contact person in your CRM with phone and email, note party size and any comments (birthday, quiet table requested, high chairs). On arrival your team has all info ready. That is the difference between a group that causes chaos and a group that runs smoothly, for the guest and for your kitchen.
Conclusion
Group reservations do not need a separate system, but clear rules. Decide from what size you apply group rules, set large tables correctly in your table plan and align reservation duration with what your kitchen can handle. Consciously choose what is bookable online and what you arrange by phone. Protect yourself with deposit and clear cancellation, and record all details in guest profiles. With Restotailor you manage it in one platform: table plan, widget, payments and CRM, included in €65 per month. Start with one threshold and one large table set up well; your team will notice the difference on the next group evening.