# Booking systems for group

![](https://www.chelmerandblackwater-ramblers.org.uk/administrator/cache/preview/7c1728097b402b1a338eb9d6e7aa1a09.jpg)

# walks
Ramblers group walks are open to everyone, but as a walk leader, you can decide how big a group you feel safe and comfortable to lead, and can use a booking system to manage numbers if that is right for you. This guide explains some of the options available to manage the number of people on your group walk.
If you use a booking system, it’s important to make sure that the booking process is fair, transparent and accessible.
Keeping your data safe & secure
When choosing a booking method, it’s important to think about how names and contact details will be collected and managed, so that you keep everyone’s data safe. Platforms like Facebook and Meetup allow you to message attendees directly without collecting their contact details.
**●** Don’t collect more information than you need – just ask for names and a contact phone number or email address.
**●** Only use the details to send messages about the arrangements for the walk.
**●** Keep any paper list securely, where only you can access it.
**●** If you’re keeping an electronic copy make sure it’s password protected.
**●** If you’re emailing the group, send it to everyone individually or use the bcc option so they don’t see each other’s email addresses.
**●** Don’t share the data with anyone **and d**estroy or delete the list straight after the walk.
## Booking systems – the options
## 1. Contacting the walk leader
**One option is simply to include a phone number or email address to contact the walk leader in your walk listing. Anyone who wants to take part must contact the walk leader (or another volunteer) in advance, to confirm they have a place (or be added to a waiting list) - specify this in the walk description or title.** **If you are using Walks Manager to publish the walk, the walk leader will need to set their contact preferences for their details to be displayed within the listing. See the Walks Manager Guide for information on setting contact preferences in the system.** **●** No new technology required **●** Walk leaders may receive a large number of emails or phone calls **●** Can be done by phone, text or email **●** The walk leader will have to take steps to store the information securely **●** Contact information goes directly to the walk leader **2. Create a Facebook Event** If your group or area has a public Facebook page, you can use it to create events with a limited number of spaces. If your group doesn’t already have a Facebook page, this may be a good time to start one!
If you are using Walks Manager you can add a link to the event in **the** w**ebsite link field** and ask people to follow the link to sign up.
**●** Free **●** No waiting list option
**●** Easy to use **●** Not everyone may have (or want to set up) a Facebook account **●** Members can post questions on the event page **●** Having an active Facebook page is a good way to attract new members **●** Allows you to message attendees directly without collecting their contact details.
See Facebook’s guide to Creating and Managing a Facebook Page and Creating an event for a Facebook Page for more information.
## 3. Create a Meetup Event
Some groups already advertise their group walks on Meetup, and find it a good way to attract new members.
If you are using Walks Manager you can add a link to the Meetup event **in the website link field** and ask people to follow the link to sign up.
**●** Easy to use **●** Cost **for a** subscription which **allows** you **to** create up to 3 groups **●** Automatically creates a waiting list **●** Not everyone may have (or want to set and fills spaces if somebody drops up) a Meetup account out **●** Members can post questions on the event page **●** Having an active Meetup page is a good way to attract new members **●** Allows you to message attendees directly without collecting their contact details.
See Meetup’s guides to Starting a Meetup Group and Creating a Meetup event.
## 4. List the walk on Eventbrite
Eventbrite is an online ticketing platform that you can use to create a fixed number of places for people to register for your walk.
If you are using Walks Manager you can link to the event in **the** w**ebsite link field** and ask people to follow the link to sign up.
**● Free for events with up to ●** Waiting list doesn’t automatically invite **x25 places** the next person if someone drops out **●** No account requir**ed** for walkers to **●** A bit more complicated than Facebook sign up (but you will need an account or Meetup to create the event)
**●** Can manually add attendees if they’re not able to go online themselves See Eventbrite’s guide to Creating an Event.
## 5. Create a sign-up sheet with Google Forms
Google Forms lets you create an online form with your own questions – you could use this to create an online sign-up sheet.
If you are using Walks Manager you can link to the form in **the website link field** and ask people to click the link to sign up.
**●** Free **●** You need to create your own sign-up form
**●** No account required for walkers to **●** You need to collect contact details and sign up (but you will need a Google store them securely (see Keeping your account to create the form) data safe and secure above).
**●** Can list multiple walks on the same link
**●** More options when creating your form – e.g. you could limit the number of walks that each person can sign up to See Google’s guide to using Google Forms.