How much deposit should you take for kids’ party bookings?

Parties are the highest-value bookings most family venues take — and the most painful when they go wrong. A no-show party doesn’t just cost the slot; it costs the food you prepped, the room you held and the staff you rostered. A sensible deposit policy fixes most of that. Here’s what works.

Take 50% at booking

Across the venues we talk to, a 50% deposit is the sweet spot. It’s high enough that parents treat the date as committed, and low enough that it doesn’t scare off bookings made months ahead. A flat fee (say £50) also works for smaller packages — the point is commitment, not cash flow.

Collect the balance before the day, not on it

Chasing a balance at the front desk while twelve five-year-olds arrive is nobody’s idea of a good Saturday. Send a payment link for the remaining balance about a week out — that is also the natural moment to confirm final numbers, catering choices and allergies.

Make the deposit do double duty

A deposit is also your reschedule policy. A fair, simple rule: the deposit transfers freely to a new date with 7+ days’ notice, and is forfeited inside that window. Put it in your booking terms and on the confirmation email so there’s never an argument.

Mind the accounting

A deposit taken in March for a May party isn’t March revenue — it’s a liability until the party happens. If your booking system doesn’t track deposit liability separately, your monthly numbers will flatter busy booking months and punish busy party months.

How Fairground handles it

Fairground bakes this whole flow in: set a deposit policy (percentage or flat) per party schedule, and checkout takes the deposit automatically; the balance is chased by email before the party; deposits sit in a proper liability account and release into revenue on the day, all the way through to your Xero journal. Hosts get an RSVP invite link, and your team gets a prep sheet with final headcount, allergies and catering.