Why Data-Driven Decisions Are the Future of Activity Parks (IAAPA 2025 Insights)

The Wake-Up Call at IAAPA 2025

Walking the floor at IAAPA 2025 in Orlando, one theme dominated conversations: data. Not in the abstract sense — but in the practical, "what should I actually measure?" sense that operators care about.

The attractions industry is at an inflection point. Major players are investing heavily in data infrastructure, while many smaller operators are still running on gut instinct and spreadsheets. The gap is widening, and the operators who embrace data-driven decision making now will have a significant advantage.

Here's what we learned from dozens of conversations with park operators, vendors, and industry consultants.

Why Data Matters More Now

Three converging trends are making data critical:

1. Guest Expectations Have Changed

Today's guests research before they visit. They read reviews, compare prices, and have higher expectations. They've been trained by Netflix, Amazon, and Uber to expect personalized experiences. Parks that understand their guests can deliver those experiences.

2. Labor Costs Keep Rising

The days of "just throw more staff at it" are over. Minimum wage increases, staffing shortages, and turnover costs mean you need to optimize labor scheduling based on actual demand patterns — not guesses.

3. Competition Is Getting Smarter

Your competitors are investing in better systems. The operators who use data to make faster, better decisions will take market share from those who don't. It's that simple.

The Data Most Parks Don't Have (But Should)

Talking to operators, we found a common pattern: they have some data, but they're missing the pieces that would actually help them make better decisions.

What Most Parks Have

Total revenue and transactions
Basic visitor counts
Social media followers
Google review ratings

What Most Parks Are Missing

Guest Journey Data

Where do guests come from (acquisition source)?
How many visits before they become regular?
What's the path from awareness to booking?
When do guests stop returning, and why?

Operational Efficiency Data

Average check-in time per guest
Capacity utilization by time slot
Staff-to-guest ratios during peaks
Session fill rates by day/time

Predictive Data

Which days will be busy next month?
What weather triggers cancellation spikes?
Which promotions actually drive bookings?
What price point optimizes revenue (not just volume)?

The "Data Maturity" Spectrum

Based on IAAPA conversations, parks generally fall into three categories:

Level 1: Gut Instinct (Most Parks)

Decisions based on experience and intuition
Data is scattered across systems (or on paper)
Reporting is manual and infrequent
"We've always done it this way"

Level 2: Basic Analytics (Growing Segment)

Daily/weekly reports on core metrics
Some integration between booking and POS
Starting to track acquisition channels
Making reactive decisions based on data

Level 3: Data-Driven (Rare, Growing Fast)

Real-time dashboards for key metrics
Automated reporting and alerts
A/B testing marketing and pricing
Predictive modeling for staffing and inventory
Proactive decisions informed by data patterns

Most parks want to be at Level 3 but are stuck at Level 1. The path forward requires intentional investment in systems and mindset.

Practical Steps to Start Today

You don't need to boil the ocean. Here are concrete steps to move toward data-driven operations:

Step 1: Pick 5 Key Metrics

Don't try to track everything. Choose 5 numbers that matter most for your business:

Revenue per guest — Total revenue ÷ total visitors
Online booking percentage — Online bookings ÷ total bookings
Pre-arrival waiver completion — Waivers signed before arrival ÷ total guests
Capacity utilization — Actual guests ÷ available capacity per session
Google review rating — Rolling 90-day average

Post these somewhere visible. Update them weekly. You'll be surprised how quickly behavior changes when people see the numbers.

Step 2: Connect Your Systems

The biggest data gap for most parks is disconnected systems:

Booking system knows who booked online
POS knows who paid at the door
Waiver system knows who signed
Marketing system knows who clicked ads

If these don't talk to each other, you're flying blind. Modern platforms (like wakesys) integrate these into a single view. Even if you can't switch systems immediately, look for export and API options to build a unified view.

Step 3: Schedule Weekly Data Reviews

Data is useless if nobody looks at it. Block 30 minutes every Monday to review:

What happened last week vs. what you expected?
What surprised you?
What will you do differently this week based on the data?

This simple habit creates compounding value. Patterns emerge. Decisions improve.

Step 4: Start One A/B Test

You probably have theories about your business that you've never tested:

"Saturday mornings are always busy" — Are they? Which Saturdays?
"Our email promotions drive bookings" — Do they? How much?
"Lowering prices would fill more slots" — Would it? By how much?

Pick one assumption. Design a simple test. Run it for 2-4 weeks. Let the data tell you the answer.

What the Enterprise Players Are Doing

At IAAPA, we also saw what the large operators are investing in:

Real-Time Capacity Management

Major theme parks are moving beyond static capacity limits. They're using real-time data to:

Adjust pricing based on demand (dynamic pricing)
Send guests to under-utilized areas via app notifications
Predict wait times and manage guest expectations

Guest Segmentation

Instead of treating all guests the same, leaders are segmenting:

First-timers vs. returning guests
Birthday party groups vs. couples
Local regulars vs. tourists
High-value vs. price-sensitive

Each segment gets different marketing, different experiences, and different upsell strategies.

Predictive Staffing

Labor is often 30-40% of operating costs. Leading operators use historical data and weather forecasts to:

Predict demand with high accuracy
Schedule staff to match expected guest flow
Reduce overtime while improving guest experience

Common Objections (And How to Overcome Them)

"We're too small for data."

You're not too small — you're too small to waste money on bad decisions. A 10% improvement in capacity utilization or marketing ROI could mean tens of thousands in annual revenue. Even small parks benefit from tracking key metrics.

"Our staff won't use dashboards."

They will if the dashboards help them do their jobs. The problem is usually that dashboards are designed for executives, not front-line staff. Build views that answer questions staff actually have: "How busy will we be today?" "Which sessions are undersold?"

"We don't have time."

You're spending time making decisions every day. The question is whether those decisions are informed by data or by guesswork. A 30-minute weekly data review saves hours of fixing bad decisions.

"Our data is too messy."

Every park's data starts messy. The key is to start with a small, clean dataset (like the 5 metrics above) and expand from there. Perfection is the enemy of progress.

The Technology Shift Enabling This

A decade ago, data-driven decisions required expensive BI tools and dedicated analysts. Today, the tools have democratized:

Integrated platforms (like wakesys) give you unified data out of the box
Self-service BI (Metabase, Looker Studio) let you build dashboards without developers
Automation (Zapier, Make) connects systems that don't natively integrate
AI tools (ChatGPT, Claude) can analyze CSV exports and suggest insights

The technology barriers are gone. What remains is mindset and habit.

A Vision for the Future

Imagine running your park in 5 years:

You wake up to an automated report: "Today will be 23% busier than typical due to school holiday. Consider adding one additional lifeguard at 11 AM."
Your pricing adjusts automatically based on demand, optimizing revenue without constant manual changes
Marketing campaigns trigger based on guest behavior: first-time visitors get one sequence, lapsed customers get another
Your staff app shows real-time wait times and suggests where help is needed
At the end of the month, you see exactly which marketing channels drove bookings and at what ROI

This isn't science fiction. Operators are building toward this vision today. The question is whether you'll be ahead of the curve or playing catch-up.

Getting Started

The attractions industry is moving toward data-driven operations. The parks that embrace this shift will make better decisions, operate more efficiently, and deliver better guest experiences.

You don't need to transform overnight. Start with 5 key metrics. Connect your systems. Schedule a weekly review. Run one experiment.

The compound effect of small improvements is enormous. The best time to start was five years ago. The second-best time is now.

wakesys provides integrated booking, waivers, and POS with unified reporting — giving you the data foundation to make smarter decisions. Book a demo to see how it works.