If you’ve ever been to a truly high-volume venue, you know it’s not your typical neighborhood spot. This one sits just steps from a major stadium in Australia and has built its reputation on delivering big experiences, whether it’s a game day crowd, a large-scale event, or a packed weekend service.
With multiple bars, expansive indoor and outdoor spaces, and the ability to host thousands of guests, The Camfield has earnt it’s name of Australia’s largest pub. On peak days, it becomes a destination for sports fans and eventgoers. On quieter days, it still draws steady traffic for casual dining, celebrations, and group bookings. No matter the occasion, one thing stays consistent, the scale.
Behind the scenes, keeping everything running smoothly takes more than just a great team. It requires systems that can handle complexity without slowing things down.
To understand how this venue manages bookings at such a high level, we spoke with Functions Manager Molly Ryan, who oversees events, reservations, and large group experiences.
“At this scale, you need complete visibility across the venue at all times. There’s no room for guesswork.”
Managing the madness at scale
Running a venue of this size comes with challenges most operators never have to think about. On peak days, especially when there’s a major stadium event, the team can have thousands of guests booked across a single day. That means hundreds of reservations spread across different spaces, time slots, and group sizes, all while continuing to accommodate walk-ins.
Without the right systems in place, things can quickly become overwhelming. The team needs to know exactly who’s arriving, where they’re seated, and how long they’ll stay. Even a small oversight can lead to overcrowding, long wait times, or a poor guest experience.
Last-minute cancellations were another major issue. Large group bookings take up valuable space, and when those groups cancel late or don’t show up, it directly impacts both revenue and service planning.
“When you’re working at this scale, last-minute cancellations hurt a lot more. You can’t just fill those spaces easily, especially on big event days.”
The team needed a solution that could handle high volume, reduce risk, and provide confidence heading into their busiest services, without adding more manual work for staff.
How Now Book It helps keep everything under control
That’s where Now Book It came in. Since implementing the platform, it has become central to how the venue manages reservations, functions, and events.
By bringing everything into one place, the team gained real-time visibility across the entire venue. Instead of juggling multiple systems or relying on manual processes, they can see exactly what’s happening at any given moment.
One of the most impactful features has been pre-authorizations. By applying them to group bookings and high-demand periods, the team has significantly reduced no-shows and late cancellations. Venues in the US typically see a 10-20% no-show rate, with some even going as high as 30%.
“Pre-authorizations have been massive for us. They set clear expectations with guests and really cut down on last-minute cancellations.”
The flexibility of the platform has also been key. The team can adjust booking rules based on demand, whether that’s changing reservation durations, setting minimum spend requirements, or managing availability during peak periods. This level of control helps maintain a steady flow of guests, even during the busiest times.
It has also reduced the administrative load on staff. Automated confirmations and reminders mean fewer inbound calls and emails, while real-time updates allow both management and floor teams to stay aligned. The result is a smoother operation overall, with fewer surprises and a team that feels more in control, even on the biggest days.
Making the most of every booking
Beyond standard reservations, the venue also uses Now Book It to manage events, functions, and additional revenue streams.
The platform’s events functionality allows the team to create and manage unique experiences, special occasions, and large group bookings within the same system they use every day. This keeps everything organized and reduces the need for back-and-forth communication.
Gift cards have also proven to be a valuable addition. In the past year alone, the venue has sold hundreds through the platform, giving guests a simple way to share the experience while driving prepaid revenue.
Molly said “gift cards are such an easy win. People love them, especially around major events and holidays, and they’re really simple for us to manage.”
There’s also a clear upside when those guests return, as gift card users often spend more during their visit, helping the venue maximize each booking.
For functions, having a structured system in place makes a noticeable difference. From the initial inquiry through to arrival, everything is tracked and managed in one place, with clear booking details, secure payments, and streamlined communication.
At a venue of this scale, consistency is everything. Having one connected system to manage reservations, events, pre-authorizations, and gift cards allows the team to stay organized and focused on what matters most, delivering great hospitality.
With Now Book It in place, they can continue to do what they do best: host large crowds, create memorable experiences, and handle even the busiest days with confidence.
“Now Book It just works for how we operate, no matter how busy we get, it gives us confidence that everything is under control.”
