In this article, you will learn the difference between taking a deposit at the time of booking and using a cancellation charge instead. We’ll cover how both options work in Stampede, their pros and cons, and how to decide which option is best for your venue.
Overview
Stampede offers two main ways to secure bookings and reduce no-shows:
- Deposits – where payment is taken upfront at the time of booking.
- Cancellation Charges – where the customer provides card details and is only charged if they fail to attend.
Both options have their benefits and can be tailored to suit specific booking types, group sizes, or busy periods like the festive season.
Option 1: Deposits
Deposits require customers to make an up-front payment when making a booking online. This can be charged for an amount per cover or at a flat rate.
How it works:
- Customers pay a deposit (e.g. £10 per person) when confirming a booking.
- The payment is processed through your connected Stripe account.
- On arrival, staff can deduct the deposit amount from the final bill.
- If the customer cancels in advance, the deposit will need to be refunded from Stripe.
Reference: Final Payment page. £10 per person for a party of 10
Things to consider:
- Stripe transaction fees apply to both the payment and any refund.
- Manual refunds may require appropriate access levels (Manager/Admin).
- Deposits create commitment, but add steps for staff on-site if adjustments or refunds are needed.
Option 2: Using Cancellation Charges
Cancellation charges are a flexible alternative that reduces admin while still protecting your business from no-shows.
How it works:
- Customers do not pay upfront, but provide their card details when completing the booking.
- A cancellation fee (e.g. £10 per person) can be applied only if they fail to show up or cancel too late.
- You decide the charge amount and the conditions under which it applies.
Reference: Cancellation charges for a party of 5. £10 per person.
Benefits:
- No upfront payments = easier booking experience for guests.
- No Stripe fees unless the cancellation charge is applied.
- Serves as a strong deterrent against no-shows.
- Fully customisable per booking type or event.
Which Option Should You Use?
Criteria | Deposits | Cancellation Charges |
|---|---|---|
Upfront commitment | ✅ Yes | ❌ No |
Reduced no-shows | ✅ Yes | ✅ Yes |
Admin for refunds (through Stripe) | ⚠️ Required | ❌ Not required |
Guest flexibility | ❌ Lower | ✅ Higher |
Stripe fees | 💰 Charged on both payment & refund | 💰 Only charged if cancellation is actioned |
Best for | High-value bookings, pre-paid events | Casual dining, group reservations, busy periods |
How to Set It Up
Both options can be enabled in your Stampede Bookings dashboard in configuration.
You must have your Stripe account connected to activate either method.
You can also configure different rules for specific booking types and special dates, such as:
- Festive menus
- Large party bookings
- VIP events
Manual Payment Links:
Venues are also able to submit payment links for manual bookings made on the day planner (for customers who phone in to make a booking)
The steps involved are:
- Create the manual booking and take the customer details (email is mandatory to process this)
- Create the booking on the day planner
- Once the booking is created, click on the booking, and on the left side will see the booking details
- On the booking details, there is an option to add a payment link.
- Enter the deposit or cancellation amount and enable the confirmation email.
- Click send, and the customer will receive the payment link via email.
Note: To reduce the risk of customers not entering their card details for a deposit or cancellation, the system will put the booking on a timer that will require the customer to complete this within a set amount of time, or the booking will be automatically cancelled.
Final Tips
- If you’re concerned about no-shows but want to keep the guest experience smooth, cancellation charges are a great solution.
- For events or peak periods where commitment is essential, deposits offer extra peace of mind.
- Mix and match! You can apply deposits for certain booking types and cancellation fees for others.
Need help choosing the right setup or activating this feature? Get in touch with your Account Manager or reach out to our support team.