Yes — Wawel requires reservations for organized group visits. This applies both to the Royal Castle and to the cathedral area of the hill. Group reservations are submitted to the Castle Reservations Office or to the Cathedral ticket office. Each institution has its own rules, so it’s best to plan and book in advance. For example, the Castle Reservations Office requests that orders be sent no later than 14 days before the planned visit. This allows time to confirm the date and arrange any additional services (guide, headset sets, special exhibitions).
Reservations are especially important during the tourist season and long weekends — without prior notice your group may be turned away or have to wait for an available slot. In practice: the earlier you send your booking (ideally at least 2–3 weeks), the more likely you are to get your preferred date and to have invoices and payments processed as expected.
Some educational activities and museum lessons have additional booking rules (deadlines, max participants, program). If you plan a school visit, include the number of students, number of supervisors, class/age group and whether you want a guide when you submit your request.
Definitions vary slightly depending on the part of Wawel, but practical rules help. At the Cathedral, an organized group is considered to be at least 11 people (plus supervisors). At the Royal Castle the general rule is that a group may have up to 30 people; larger groups are divided into smaller batches.
If you visit with a guide and the group has more than 8 people, you will usually need to use headsets (a tour-guide transmission system) to ensure everyone can hear and to keep order in museum spaces. Headset rental is paid on site. For school groups the usual rule is one supervisor per 10 students — in some cases one supervisor may enter free of charge under specific conditions (details depend on the site).
In practice: when planning a trip, agree the exact number of participants, how many reduced-price tickets apply (students, seniors, etc.) and any accompanying persons with the Reservations Office so that prices and the invoice are correct.
Prepare key information before you email or call: preferred date and time, exact number of people (breakdown of full-price and reduced-price tickets), institution billing data (name, tax ID, address if you need an invoice), contact details of the person booking (phone, email), whether you want a guide and whether you will need headset sets.
Send the request to the Castle Reservations Office or to the Cathedral ticket office. In your message ask for confirmation and for payment instructions and the deadline for payment. The Reservations Office usually replies no later than 3 days before the visit — so urgent requests should be confirmed by phone.
When you receive confirmation, check date and time, number of places, the fee for a guide (if ordered), whether headsets are required and the payment/invoicing instructions. Keep the confirmation email to show on arrival if any questions arise.
The Royal Castle at Wawel applies fixed fees for guide services for groups up to 30 people. As of January 1, 2025, example amounts are: 160 PLN for a guided tour in Polish of one exhibition and 190 PLN for a tour in a foreign language. Visiting more exhibitions increases the fee proportionally (for example two exhibitions — 320 PLN/PL, 380 PLN/foreign; three exhibitions — 480 PLN/PL, 570 PLN/foreign). Always confirm current rates when booking.
Equipment: when a group has more than 8 people or when required for order, the guide uses a transmission set (headsets/tourguide system). At the Cathedral a radio listening system is available at a small per-person fee. Audioguides and individual devices have different rates (for example audioguide: full price 14 PLN, reduced 10 PLN; group price around 8 PLN per person). Costs for these devices are added to participants’ fees. Remember that guide fees are separate from admission tickets — the guide is a service distinct from the entrance ticket.
If you hire a private guide, make sure they have required qualifications (licenses or certificates) and inform the Reservations Office. Some Wawel routes require guides with specific qualifications; in other exhibitions the Castle may offer its own guides.
Payment methods for tickets and reservations vary depending on the sales channel and the site. Individual tickets can be bought online or at the ticket office; the online system accepts common internet payment methods. For group reservations the Reservations Office sends payment instructions in the booking confirmation — this may be a bank transfer, card payment at the ticket office or an online payment, depending on the option offered.
If you need a VAT invoice, provide billing details when you make the reservation. Many offices issue electronic invoices if you supply an email and correct billing data. If you order a guide service, note that its fee is usually invoiced separately from tickets.
Deadlines: the Royal Castle asks for reservations in advance (ideally at least 14 days). Some departments require payment several days before the visit (sometimes the deadline is 3 days before the visit) — look for payment deadline information in your confirmation. When paying by bank transfer always include the reservation number in the transfer title to avoid mistakes or automatic cancellation.
If you have doubts about payment deadlines or need corporate billing, contact the Reservations Office by phone rather than only by email — during busy periods email can be delayed, and a phone call gives faster confirmation.
Refund and cancellation rules depend on the ticket sales regulations of the specific Wawel department. Many institutions allow refunds up to a specified deadline before the visit (often 3 days); reservations can be canceled if not paid by the deadline, and online tickets may have different return rules depending on the ticket type. Ask about refund procedures and any handling fees when you make your reservation.
School groups and educational bookings often follow separate cancellation rules — for example a minimal cancellation notice after which fees apply. When canceling, request written confirmation by email so you have a record.
If you need to cancel at the last minute (for example due to weather or force majeure), call the Reservations Office first — sometimes a date can be postponed or a partial refund issued depending on the situation.
Send participants short pre-visit information: meeting place (for example by the ticket offices in the Wawel courtyard), arrival time with a time buffer, a reminder to bring documents that entitle to reduced fares (school IDs, ISIC, Large Family Card), appropriate clothing for a sacred space (covered shoulders in the Cathedral) and rules of conduct (quiet in places of worship, no eating).
Prepare a participant list with a breakdown of reduced and full-price tickets and billing information. Bring a printed copy of the booking confirmation and the contact details of the booking person to quickly contact the Reservations Office if needed. If you will use headset sets, decide in advance who will collect and return them — usually the group leader or a supervisor collects them on site and may be asked for a deposit if required.
Plan extra time for walking between exhibitions — Wawel is a complex with separate routes, different entrances and time limits. If you plan a group lunch after the visit, consider booking tables in advance, especially for larger groups.
Leaving the reservation to the last minute. In high season slots may run out and late bookings are often refused. Book at least 2 weeks in advance, and earlier in peak season.
Missing or incorrect invoicing data. If you need a VAT invoice, provide full billing details at reservation. Double-check details before sending your request and check the confirmation to avoid later corrections.
Not specifying the number of reduced tickets precisely. When booking give an exact breakdown of reduced and full-price tickets and indicate what IDs will be shown — documents may be requested on site.
Unconfirmed payment. If the reservation requires prepayment, pay on time and keep proof of transfer. Include the reservation number in the transfer title so staff can match the payment to the booking.
Can I buy group tickets online? Group reservations usually must be submitted by email to the Reservations Office; online group ticket purchases may be limited — follow the instructions in your booking confirmation. Individual tickets can be purchased online and this is recommended for independent visitors.
How much does a guide cost? Guide fees at the Royal Castle depend on the number of exhibitions and the language. For example, from 01.01.2025 the fee for one exhibition is 160 PLN in Polish and 190 PLN in a foreign language — always confirm current rates when booking.
Do I need qualifications to guide a group? If you plan to act as a guide for your group, it’s recommended that the guide has required qualifications (a license or certificate). The Reservations Office will inform you if a route requires a Castle-employed guide or guides with specific credentials.
What if part of my group is eligible for reduced fares? When booking give the number of reduced tickets and be ready to present proof of entitlement (school IDs, student cards, Large Family Card). Some reductions are verified on site.
Where do I pick up headset sets? Headsets are issued at audio guide points or at ticket offices depending on the site. Usually they should be collected before the tour and returned afterwards; a deposit may be required.
After your visit you can enjoy several well-regarded places near the Main Market and Wawel. A few recommended spots: Restaurant Wierzynek — a historic venue serving Polish cuisine in an elegant setting; Pod Aniołami — traditional Polish dishes in cozy interiors; Cafe Camelot — a charming café by the Main Market, great for a short break after sightseeing; Szara Gęś on the Market — a popular spot for group lunches. For groups it’s wise to reserve tables in advance, especially in high season.
For accommodation near Wawel consider hotels in the historic centre: Hotel Wentzl (on the Market), Hotel Stary, or smaller guesthouses on Kazimierz — these save travel time to the Wawel hill. For school or student groups consider hostels or university dorms that offer group rates.
Tip: book restaurants in advance, indicate the approximate number of guests and any dietary preferences to avoid surprises.
Wawel is more than royal chambers and the cathedral — it hides many small surprises. Income from Cathedral ticket sales is used for conservation and upkeep, so by buying tickets you directly support the care of the monument.
Some parts of the complex may be closed for liturgical events (services) or conservation work — check with the Reservations Office about any restrictions on your planned day.
Practical note: if you plan to take photos, check the rules for the specific interiors — photography is prohibited in some rooms, while areas like the Sigismund Bell are usually allowed to be photographed.
If you found this article helpful, please share it with friends or on social media. If you’d like, I can help organize a visit for your group with practical advice and support in making reservations. I also invite you to consider the private guiding services of Małgorzata Kasprowicz - details and contact information are available on zwiedzaniekrakowa.com. If you need help preparing a detailed daily plan, a participant list for booking or a template email to the Wawel Reservations Office, write to me and I’ll gladly help. Have a great trip and enjoy your visit to Wawel!
