Group booking policies: deposits, names and changes
You are booking for a group, and the small print on deposits and name changes worries you.
Before a group pays anything, get seven answers in writing. They cover the deposit, the balance date, the final-numbers date, name changes, headcount changes, cancellation and what happens if the boat cannot sail.
Policies differ by resort, so there is no standard to rely on. A written reply to these seven protects both you and your friends.
See choosing an island for a friend group for the wider plan, and collecting deposits from friends for the money side inside your group.
What are the seven points to ask?
| Point | Ask |
|---|---|
| 1. Deposit | How much, when due, and is it refundable? |
| 2. Balance | When is the balance due? |
| 3. Final numbers | By when must we confirm the headcount? |
| 4. Name changes | Allowed? By when? Any fee? |
| 5. Headcount changes | Can we release rooms? What happens to the deposit? |
| 6. Cancellation | What is refunded, and at what dates? |
| 7. Weather | What if the boat cannot sail? |
Keep the replies in one thread. They are your record.
What does a staged policy look like?
Here is one real example of a staged system. Sabah Parks sets rules for Sipadan permits that operators book. The deposit is 50 percent and full payment is due two weeks before.
Cancelling more than two weeks ahead keeps 10 percent, and cancelling under two weeks forfeits all [1]. This is a permit rule, not a resort rule, and your resort will differ.
The pattern is useful: the cost of cancelling rises as the date nears. Ask the resort for its own stages and dates.
How do names and changes work?
Some resorts need the names of guests to prepare rooms and boats. Ask when the list is due, and whether a name can be replaced later.
A swap of one person for another may be easier than a cancellation. Read deposit transfers vs refunds for how the money behaves.
How does group size change the rules?
Bigger groups may face different rules, such as a larger deposit, an earlier final-numbers date or a minimum stay. Ask whether the resort has a group rate or a group policy. For meals, see meal plan for a group of ten.
How do you compare cancellation terms?
Line up the terms from two resorts in a table and compare stage by stage. Our guide on resort cancellation terms shows how.
A better fit if…
A resort that sends its policy in writing and answers all seven points is a better fit for a group than one that says “no problem”. A resort with a flexible name-change rule may suit you if your group might change. If the policy is strict, plan your own group rule early.
Common questions
How much deposit do resorts usually ask for groups?
It varies by resort and season, and we cannot name a figure. Some ask for a percentage, some for a fixed amount per room. Ask for the deposit, the due date for the balance and the deadline for final numbers, all in writing, before anyone transfers money.
Can we change names after booking?
Sometimes. Ask whether names can be changed, by when and whether it costs a fee. Ask also how the resort treats a swap of one person for another, and whether the room type affects it. Get the answer in writing for each room.
What if the group shrinks?
Ask how the policy treats a smaller final headcount: whether rooms can be released, whether the deposit stays and whether rates change with fewer guests. Agree your own group rule too, as the resort policy will not decide who in your group absorbs the cost.
Sources
- Sabah Parks (accessed 2026-10-16)