How to Take Bookings for Multi-Day Trips
A comprehensive guide for trip leaders on managing complex multi-day trip bookings, from deposits and logistics to creating unforgettable experiences.
Running a multi-day trip isn't just about offering a great experience—it's also about managing the moving parts before the trip begins. One of the biggest challenges? Taking and organizing bookings in a way that's smooth for both you and your guests.
For the story behind why we built a flat-fee booking platform, read Why We're Building Sunrise Bookings.
Whether you're planning a yoga retreat in Bali, a wellness weekend in the mountains, or a digital detox in the countryside, this guide walks you through everything you need to take bookings efficiently and professionally. Learn more about Sunrise Bookings.
Step 1: Define Your Offer Clearly
Before you open bookings, make sure your trip is well-defined. This includes:
- Dates and location
- What's included (e.g. meals, accommodation, transport)
- Pricing: full price, deposit amount, and what's refundable
- Maximum group size
- Terms and conditions (especially around cancellations)
Having this written out avoids confusion and builds trust with potential guests.
Step 2: Choose a Booking Method
Depending on your scale and workflow, you can take bookings in a few ways:
Manual Bookings (Email + Spreadsheets)
Pros:
- Simple and cheap
- Total control
Cons:
- Time-consuming
- Easy to lose track of who's paid
- No automation
Form-Based Tools (Typeform, Google Forms)
Pros:
- Easy to set up
- Structured data collection
Cons:
- Doesn't handle payments directly
- Still requires manual tracking
- No reminders or follow-up flows
E-commerce Tools (Shopify, WooCommerce)
Pros:
- Payment integration
- Built-in confirmations
Cons:
- Designed for products, not trips
- Hard to manage things like deposits, room allocations, or participant info
Step 3: Accept Deposits (Not Just Full Payment)
Most trip hosts take a deposit to secure a spot, with the balance due later. That keeps the barrier to booking low and gives you some financial commitment.
Make sure you:
- State the deposit amount clearly
- Specify when the balance is due
- Use a system that lets you track both payments
Also: automate follow-up emails if possible. Chasing balances manually gets old fast.
Step 4: Confirm and Follow Up Professionally
Once someone books, send them:
- A confirmation email
- A receipt
- A waiver or liability form to be signed digitally (if required)
- Info about what happens next (e.g. packing list, travel info)
This can be as simple as a template you copy and paste—but the more automated, the better. It saves you time and feels smoother for the guest.
Step 5: Keep Track of Your Group
Trips involve more than just taking money—you also need to:
- Track who's paid what
- Cap the trip when full
Some hosts try to manage all this with Google Sheets and email folders. It works—until it doesn't.
Step 6: Send Reminders and Final Info
As the trip approaches, guests need to know:
- When to pay their balance (if they haven't)
- What to pack
- How to get there
- When check-in begins
Sending this info at the right time (automatically, if possible) helps everyone show up prepared—and reduces last-minute questions.
Optional: Use a Purpose-Built Booking Tool
If this all sounds like a lot to manage, you're not alone. That's why many trip leaders look for tools that handle:
- Deposits + remainder payments
- Automated confirmation and reminder emails
- Digital waiver collection
- Branded receipts
- Booking forms tailored to multi-day experiences
- Centralized dashboards for seeing who's booked
One option is Sunrise Bookings—a simple tool built specifically for multi-day trips and retreats. You connect your own Stripe account, embed the booking form on your site, and let it handle confirmations, reminders, and payment tracking—all under your name, with no commissions.
Explore all features for trip leaders or see our pricing.
If you want more tips for adventure operators, see Tour Booking Management: 5 Essential Tips for Adventure Operators.
Final Thoughts
Taking bookings for a trip doesn't have to be messy. If you start with clear trip details, offer flexible payment options, automate what you can, and keep everything in one place, you'll free up more time to focus on what matters—creating a memorable experience for your guests.
Stop losing revenue to booking fees. Sunrise Bookings is a commission-free platform that helps you take deposits, auto collect remainders, and manage your trips—all while letting you keep everything you earn.