Booking fees allow you to apply a consistent fee to all bookings, keeping pricing clear and transparent for customers. With Bookwhen, you can set a fee that applies to all payment methods, helping ensure compliance with local regulations around surcharging and pricing transparency.
This article explains how to set up and manage booking fees for your events.
How to add fees to your bookings
To add fees to your bookings:
To open your payment settings, select Settings, then Payments from the left-hand menu on your account.
Select Edit in the Booking fees section:
Tick the Add a booking fee checkbox:
Enter the fee details:
Fixed fee: A set amount (£x) per booking.
Percentage fee: A percentage of the booking cost added alongside the fixed fee (x%).
Select Save to save your changes:
Review your settings
Check your booking fee and amount in the view panel on the Payments page:
No booking fee applied
Applies to all bookings: x% + £x
Booking fees do not apply to:
Pass tickets
Free, exclusive tickets
💡 You can update your fees anytime.
How the booking fee displays to customers during checkout
The booking fee appears on the public page, the basket page, and the payment page during checkout. For example:
Public page:
Basket:
Payment overview:
FAQs
Q: Do booking fees apply to free, no-cost or pass tickets?
A: No, booking fees only apply to paid tickets:
Q: Are booking fees applied to every recurring payment or only at registration?
A: Booking fees apply only to paid bookings. They are added when customers purchase a membership or any ticket that has a cost, including costed exclusive tickets. Booking fees do not apply when customers redeem free tickets.
Q: Why do I see a booking fee message when using a pass?
A: The booking page shows a booking fee message whenever a ticket has a price.
If a pass applies to the ticket, the price may still appear on the booking page. The pass applies once the ticket reaches the basket, which reduces the ticket price.
If the booking total becomes £0.00, Bookwhen does not charge a booking fee.
Q: Do the fees show in the booking confirmation email?
A: No, only the price of the ticket, membership or pass shows in the booking confirmation emails
Q: Will booking fees be included in the Customer Portal?
A: Yes, the payment fee appears in the order details of the customer portal:
Q: Will booking fees be recalculated after ticket cancellations, including when bulk booking discounts apply?
A: Yes. After a cancellation, the system removes the bulk booking discount and recalculates the booking fee.