Create your party packages

Party packages provide flexible options and bundled inclusions like food, drinks and merchandise to tailor pricing and the experience to your guest preferences and business needs. They help streamline your venue's operations and improve the guest experience, reducing online checkout times by up to 30%.

Benefits of party packages

• Flexible pricing: Set up pricing per guest or per party package, with clear pricing displays during online checkout.
• Tailored to guest preferences: Design a single party package with different party variations like Classic, Premium, and Ultimate, or include an additional guest ticket option alongside a base package to cater to different needs.
• Streamlined operations: Automate the bundling of items (inclusions) and manage bookings more efficiently. You can bundle together as many stock items, add-ons, fixed-price wallets and cashless cards as you want for your party package. 
• Buffer Time: Include buffer times between bookings for smooth transitions and quality service.

What to expect

• Sales channels: Party packages can only be sold online through progressive checkouts or over the phone via Venue Manager. Party packages aren’t available to sell at POS, as they typically require advance booking and preparation.
• Stock variations (Pro plan and above): If you're on a Pro plan, you can select specific stock variations (eg pizza toppings, soda types) or allow guests to choose their own variations during online booking. 
• Managing changes to bookings: You can update guest numbers and variations for inclusions for per-guest party package bookings from POS and Venue Manager.

Step 1: Create a new party package

1. From Venue Manager, go to Products > Create product.
2. Select party package.
3. The party package product settings opens for you to customize. Read on to learn how to configure. 

Step 2: Add the content

Here, enter the basic party package product information:

• Name: Enter a unique name for your party package. This is the name guests see online and staff see at POS when redeeming guest party tickets.
• Description: Add a short description (150 characters max) for online checkouts.
• Detailed description: Provide all the information needed for guests to purchase via a "Learn more" link in checkouts.
• Image: Upload a product image (JPG or PNG, 640 x 390 pixels or 5:3 aspect ratio) to stand out online and at POS.
• Tags: Use tags to manage products, such as grouping products by category in online checkouts. Create new tags or select existing ones from the drop-down menu.
• Party name: Ask guests to provide a party name when purchasing (eg Kim's 10th birthday). This becomes the booking name in all places across ROLLER, making it easier for guests and staff to manage the booking.
• [Beta] Guest list: Select this option to allow booking guests to manage the party guest list from their online account.

Step 3: Create the party program

The party program is the event's itinerary, outlining resources and timing for each part of the party, such as trampoline zones or party rooms, and any buffer time needed for cleaning between sessions. All resources needed for this party package must be included so ROLLER can automatically handle area capacity and ticket availability.

1. From Party package details, select Create program.
2. Enter the total party duration (eg 120 minutes). This duration will be shown to guests when booking online and can't be changed once this product is saved. 
3. Select Add resource.
4. Choose the first resource (eg Trampoline) from the drop-down menu.
5. Select Apply to add it to the Resources table as a new row.
   
   
6. If guests are going to be using another area of the venue, select Add resource to add another resource.
   
   
   • List each resource in its own row in the Resources table, in the order guests will use them.
   • If multiple resources are listed in one row, ROLLER will automatically select the smallest-capacity resource that can accommodate the guest numbers booked. If capacities are equal, the resources will be used in the order listed.
     
     
7. Select the resource from the drop-down menu, then select Apply to add the resource as a new row in the table.
8. If you'd like to add a group of resources to the program, select the resource group name from the drop-down menu. All resources within the group are listed in one row in the Resources table.
   
   
   • Resource groups allocate rooms based on guest numbers and the resource's capacity.
   • Resources with the smallest capacities are assigned first. If capacities are equal, resources are used in the listed order.
     
     
9. Select Apply to add the group as a new row in the Resources table. ROLLER will automatically assign resources from this group based on guest numbers and availability.
   
10. Enter the start and end times in minutes for each resource in the Resources table.
    
    Example: For a 120 MIN party with 60 MINS of jump time followed by 60 MINS in a party room, set the times as shown below in the Resources table. The second line item is a party room resource group.
    
    
11. Add buffer time (optional) for single-booking resources, such as party rooms:
    
    
    • Select Add buffer time.
    • Enter the buffer time in minutes in the column in the Resources table (eg 15 minutes for a party room). This time is hidden from guests and makes sure that when purchased, the room assigned is unavailable for other bookings during this time.
      
      
12. If you want to limit the number of single-booking resources (eg party rooms) that can be reserved for one party, select Multiple resources per booking. Left unchecked means that all rooms can be reserved when guests make bookings.
    
    
    • A Max column will appear in the Resources table.
    • Enter the maximum number of single-booking resources that can be reserved for a booking.
      
      
13. Select Done. A timeline of the party program is created.
    
    

Step 4: Create party package variations

Party package variations are different versions of the package you offer, with per-guest (minimum guests) or per-party package pricing (included guests), and bundled items (eg food, drinks, merchandise). Variations allow you to offer different tiers, like Classic, Premium, or additional guest party ticket options.

1. For the first variation under the party program, select the placeholder title (General admission) and enter the variation name. This will be shown during online checkout.
2. Select the pricing for this variation, per guest (default) or per party package. This choice affects how pricing appears to guests during checkout (refer to relevant section in this guide below to see how).
   
   
   • For per-guest pricing, set the price per guest and enter the minimum and optional maximum guest counts. If no maximum is set, the maximum resource capacity will apply
   • For per-party package pricing, set a total price for the package, including a set number of guests and all inclusions.
   • If you switch between per-guest and per-party package pricing, remember to manually update all prices and quantities included, as these do not automatically adjust.
     
     
3. Select Add item and select a product from the drop-down menu to include other products in the package as part of the total cost for the party package.
   
   You can bundle together as many stock items, add-ons, fixed-price wallets and cashless cards as you want for your party package, so long as they don't exceed the base party ticket cost. 
   
   
4. In the right-side Edit items panel, adjust the unit price and quantity if needed.
   
   
   • For per-guest pricing, specify the number of items per guest (eg 1 pizza for every 5 guests) and set rounding rules, or set a fixed number per package.
     
     
   • For per package pricing, specify the total number of items included.
     
     
5. (Pro plan feature) Choose a specific variation (eg pizza topping) or select the option to allow guests to select their own variation when booking online. Stock variations are a feature of a Pro plan and above. You can do this for all inclusions except cashless card products. 
6. Select Apply to preview the impact on party ticket cost and ensure inclusions don't exceed the party ticket cost.
7. Select Done to add each item. The inclusions table updates with the selected options.
8. Repeat these steps for any additional items you want to bundle with the variation.
   
   
9. To create additional variations (eg Classic, Premium, Additional guest), select Add variation, name it and set the pricing and guest numbers.
   
   
   • You can use the Duplicate option to quickly create similar variations and adjust as necessary.
   • Add items to include in the variation as needed.
     
     
10. (Optional) Select the checkbox for any variation that is required for every booking (eg making the base party required if you'll be adding an additional guest variation).
    
    When you require a variation, and the option to show minimum pricing on the checkout homepage is also selected in the specific checkout settings Options tab, it will display as the minimum pricing on checkout homepages (refer to the section below to see how).  
    
    
    

Step 5: Set the sales availability (optional)

Decide when the party package can start to be sold and choose the cut-off time for online sales.

• Default: The party package is available immediately and can be purchased up to 1 hour before the session starts.
• Start date: If you want to begin sales on a different date, specify it here.
• Cut-off time: Set a time to end online sales before each session starts. This won’t affect sales through POS or Venue Manager.

Additional options

Customize the party package further with these settings to increase revenue and improve the guest experience.

Save and go to schedules

When you've finished setting up the party package, select Save and go to schedules. Here, you'll schedule the days and times the sessions are available for guests to book. 

• If this is your first time creating schedules, you'll be asked to set up your operating hours. 
• Make sure you include all party ticket variations in the schedule. When variations aren't included in the schedule, they won't show up as options for guests to choose in online checkouts, nor will they show up in Venue Manager when creating a booking.

You can also access schedules from Venue Manager. Go to Products > Schedules.

Learn more about creating schedules

Per-guest pricing display in online checkouts

Homepage

• The minimum requirement for per-guest pricing is shown.
• When Show minimum ticket values is enabled in the specific checkout settings Options tab, the minimum cost per guest displays. If a variation is required in the party package settings, the price for this variation shows.

Selecting ticket variations

The minimum number of guests displays and the per-guest cost.

Per-party package pricing display in online checkouts

Homepage

• The number of guests included displays.
• When Show minimum ticket values is enabled in the specific checkout settings Options tab, the minimum price displays for the lowest cost variation. If a variation is required in the party package settings, the price for this variation shows.

Selecting ticket variations

The number of included guests and the per package cost displays for each variation.

Switch from per-guest to per-party package pricing

To switch an existing party package product variation to per party package pricing:

1. From Venue Manager, go to Products > All products.
2. Select the party package to update.
3. Expand the variation under Party package details.
4. Select Per party package.
5. Update pricing, quantities and descriptions as needed.
6. Save and check the guest view in checkout. Repeat for other variations as needed.

Edit party package bookings from Venue Manager and POS

• From Venue Manager: Go to the Order tab for a booking to adjust variations, change included items (e.g., Hawaiian pizza to Pepperoni pizza), or add additional stock items (e.g., pizza).
• From POS: You can only modify party package variations with per-guest pricing, including guest numbers and variations for inclusions. Search for a party package booking with per-guest pricing, then select Edit party from the left-side booking summary panel.

Learn more about modifying booked party packages from Venue Manager or POS

Report on party package bookings

To optimize your party package offerings, use these Analytics dashboards and reports:

Analytics dashboard

From Venue Manager, go to Analytics > Dashboards to view: 

• Weekly performance dashboard: Compare party package sales and revenue with other products from the past week and check advance bookings for the upcoming week.
• Venue performance dashboard (Advanced Analytics): Track the revenue from party package sales over the past year.
• Party insights dashboard (Advanced Analytics): Analyze guest spending on party packages, including average spend per guest, average party size, additional spending, and sales performance by day of the week and sales channel.

Analytics reports

From Venue Manager, go to Analytics > Dashboards to view: 

• Parties hosted report: See details on parties that have occurred at your venue, with bookings broken down by party package product name.
• Parties booked report: Track upcoming party bookings by product name and monitor deposits and staff involved.

Past transactional data

• From Venue Manager, go to Reports to view past transactional data for party packages from a report.
• Note that the Detailed product sales report shows separate line items for party tickets and inclusions. When filtering, select both the party package and related product types for inclusions and other added items.

FAQs