Introduction: Why are Block Bookings so Important?
For sports facility managers looking to maximise revenue, streamline their operations, and improve customer retention, block bookings are often the foundation. Unlike one-off or casual reservations, block bookings provide guaranteed, repeatable, forecastable income and help establish a predictable and efficient facility schedule. At Pitchbooking's top performing partner facilities, block bookings can account for as much as 85% of total usage during peak times.
In this guide, we’ll break down the latest data we have on block bookings, from over 3500+ facilities, outline ideal benchmarks, and provide actionable strategies for any sports facility manager to implement at their own venues.
n.b. In the Pitchbooking Manager platform, we utilise the term “Subscription” for these recurring bookings, and the two terms can be used interchangeably.
Section 1: What the Data Says — Block Booking Benchmarks
While exact figures can vary by facility type, specific facility setup and ways of operating, our database of reservation data indicates that having > 80% of your total peak bookings being block bookings is a statistically significant indicator of a venue that generates a higher than average revenue.
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80% of your peak time bookings should be filled with block bookings if you are looking to maximise revenue.
- Over half of the facilities using Pitchbooking have at least 60% of their bookings secured as block bookings.
- Those venues in the lowest quartile of block bookings tend to be council / local government facilities, where weekly recurring bookings are understandably less common.
The key takeaway? Facilities that prioritise long-term, reliable customers tend to outperform those reliant on last-minute casual users. With proper systems in place, even facilities starting from scratch can quickly grow their block booking base.
Section 2: The Business Case for Block Bookings
Block bookings aren’t just good for commercial reasons - they are also more convenient.
1. Predictable Revenue Repeat weekly bookings mean you know what income is coming in weeks or months ahead. This stability is invaluable for budgeting, planning, and reducing financial stress.
2. Lower Admin Load Rather than processing the same booking manually each week, block bookings allow you to streamline operations. At Pitchbooking, we have multiple testimonials espousing the lower admin load of setting up automatic block bookings.
3. Higher Customer Lifetime Value Regular groups tend to stay customers for longer and spend more. They may also bring in new participants, increasing word-of-mouth exposure. Remember, it costs more to acquire a new customer than it does to retain an existing one.
4. Reduced Risk of No-Shows When users commit to a block, especially with solid prepayment or cancellation terms, no-show rates drop significantly.
Section 3: Turning One-Offs into Long-Term Customers
You now understand the benefits of increasing the number of block bookings at your venue.
So what’s the playbook for actually turning ad hoc bookings into a recurring, long term customer?
Most facilities already have the raw ingredients for upping their block bookings. You simply need to identify the most suitable customers, give them a reason to set up a subscription, and make it simple for them to sign up.
Identify Opportunities
Use your booking data to find users who:
- Book the same slot regularly
- Have attended 3+ sessions in the 2 months
- If possible, find out if they book for a settled group or team
Offer an Incentive
Consider offering discounts, perks or guarantees of future priority access to booking slots.
Automate the Journey
Using tools like Pitchbooking, you can automatically:
1. Offer Flexible Payment Options Subscriptions
This flexible option lets bookers reserve recurring slots without upfront payment, then pay on arrival. Facility managers can mark the session as paid in the dashboard, accommodating users who prefer to pay in person while maintaining structure. Alternatively you can fully automate payment collection, where customers are charged on the day of their booking, without any further manual admin required.
2. Exclude Specific Dates and Free Up Slots
The Exclusions feature allows managers to skip payments and make certain dates available for others. It’s perfect for accommodating seasonal changes or when teams know in advance they won’t use a slot.
3. Pause Payments Without Losing the Booking
Facility managers can temporarily pause payments for block bookings while keeping the time slot reserved. This is ideal during unexpected closures like maintenance or repairs, reducing admin while maintaining customer relationships.
Section 4: Operational Benefits of Block Bookings
It’s not just the revenue side that benefits. Staff, resources, and facilities all operate more efficiently when bookings are planned in advance.
- Staff scheduling becomes easier
- Maintenance and cleaning can be slotted around known usage times
- Energy costs can be optimised
- No last-minute scrambles or double-bookings
Section 5: Quick Examples of Marketing Block Bookings - from our facility partners
- Email or SMS regular users
- Use of on-site signage (e.g. "Secure this time slot every week")
Messaging Tips
Focus on ease: "One booking, weeks of convenience."
Emphasise exclusivity: "Reserve your preferred time before it's gone."
Add urgency: "Only a handful of peak time slots left"
Section 6: How to Set the Right Terms for Block Bookings
Having clear, fair, and firm terms is essential.
Pricing
- Consider offering a small discount for upfront payment
- Depending on the length of the block booking, free use of other amenities, such as equipment hire.
Cancellations
- Set a notice period (e.g., 48 hours)
- Consider offering one flexible cancellation per term
Payments
- Encourage automatic payments to reduce admin for your staff
- Allow customers to pay online with a range of payment options; card, Google & Apple pay or Direct Debit.
Section 7: Pitfalls to Avoid
Even with the best intentions, there are a few things to watch out for:
Over Leniency with No Shows: Especially for block bookings during your peak times.
Unclear terms of agreement: In our experience this can lead to disputes and admin headaches
Lack of follow-up at the end of a block: When a block ends, make it effortless to renew, and ensure the customer knows in advance their block is ending.
Relying solely on admin: Automate wherever possible.
Conclusion: Make Block Bookings Your Centre’s Superpower
Block bookings are the cornerstone of a healthy, high-performing facility. With the right mix of marketing, technology, and customer engagement, you can transform your casual users into long-term, recurring customers.
Want to convert more bookings into reliable revenue? Book a free demo with Pitchbooking today.
FAQs
What is a block booking?
A reservation made in advance for a set number of recurring sessions, often weekly.
How long should a block booking be?
Typically 4 weeks minimum. Some block bookings are set up to recur indefinitely until cancelled, and we have examples of block bookings that have been ever present in our Partners calendars since signing with us.
Can block bookings be cancelled?
Yes, but most facilities set strict cancellation terms (e.g., minimum notice periods) to ensure fairness.
What’s the best way to promote block bookings?
Target current users that would be suitable with personalised offers and highlight the benefits prominently on your booking platform.
Ready to simplify bookings and grow long-term revenue? Explore Pitchbooking's block booking tools and see how easy it can be.