Booking form template
Take requests to hire a room, hall, sports ground or piece of equipment: the date and times, what it is for, how many are coming, and a signature on your conditions.
22 questions · about 4 min · logic · file upload · e-signature
- No sign-up to start
- Unlimited responses on Free
What would you like to book?
Preferred date
Second-choice date
Saves a round of emails if the first date is taken.
Start time, including set-up
Finish time, including pack-down
Is this a one-off or a regular booking?
What you get back
Every response lands in your results the moment it is sent. Turn on email notifications and each one arrives like this, and the same answers become a row in your spreadsheet.
From PulseFormCreator
Subject New response to Booking request
- What would you like to book?
- Main hall
- Preferred date
- 2026-11-14
- Second-choice date
- 2026-11-21
- Start time, including set-up
- 16:00
- Finish time, including pack-down
- 23:30
- Is this a one-off or a regular booking?
- One-off
and 11 more answers
| submitted_at | What would you like to book? | Preferred date | Second-choice date | Start time, including set-up | Finish time, including pack-down |
|---|---|---|---|---|---|
| 2026-09-22T09:41:00.000Z | Main hall | 2026-11-14 | 2026-11-21 | 16:00 | 23:30 |
The first 6 of 37 columns. Export to CSV or Excel, or send each response to Google Sheets, Notion, Airtable, Slack or a webhook as it arrives, all on the free plan. The answers above are made up.
What this form asks, and why
The last column shows how many of the 17 real booking forms we read ask the same thing.
| Question | Why it is there | Real forms |
|---|---|---|
| What would you like to book? Required | The room, ground or item, each with its own rates and rules. | 9 of 17 forms |
| Preferred date Required | The first thing staff check, asked on 15 of 17 forms. | 15 of 17 forms |
| Second-choice date | Optional. Saves a round of emails when the first date is taken. | 5 of 17 forms |
| Start time, including set-up Required | Including set-up: the room is in use from the first box. | 14 of 17 forms |
| Finish time, including pack-down Required | Including pack-down, so the cleaner is not kept waiting. | 14 of 17 forms |
| Is this a one-off or a regular booking? Required | A weekly club and a one-off party are priced and rostered differently. | 4 of 17 forms |
| Which days, how often, and until when? Required Only when “Is this a one-off or a regular booking?” is Regular: weekly, fortnightly or monthly | Shown only for regular bookings: the slots behind a term or season. | 4 of 17 forms |
| What is the booking for? Required | Sets the fee band and rules. Parties, weddings and community events get two more questions. | 13 of 17 forms |
| How many people will attend? Required | Checked against the room’s capacity and fire limit. | 12 of 17 forms |
| Room set-up | Optional. Staff set the room before you arrive. | 3 of 17 forms |
| Equipment or extras | One optional list instead of a required yes or no for every item. | 8 of 17 forms |
| Will food or drink be served? Only when “What is the booking for?” is Party or celebration, Wedding or Community event | Kitchen use, cleaning and caterer rules. | 4 of 17 forms |
| Will alcohol be served? Required Only when “What is the booking for?” is Party or celebration, Wedding or Community event | Usually needs your approval, sometimes a licence. | 4 of 17 forms |
| Your name Required | The person responsible on the day, asked on 17 of 17 forms. | 17 of 17 forms |
| Organisation or group, if you’re booking for one | Decides the fee band and the name on the invoice. | 12 of 17 forms |
| Email Required | Where the quote and the hire agreement go. | 16 of 17 forms |
| Mobile Required | Required: a locked door or a leaking tap cannot wait for email. | 17 of 17 forms |
| Postal address | Optional, for the invoice and resident rates. 15 of 17 forms ask it, mostly by paper habit. | 15 of 17 forms |
| Public liability insurance certificate, if you have one | Optional here; required in the sports preset, and in the park preset once stalls, tents or inflatables are planned. | 5 of 17 forms |
| Anything else we should know? | Access needs, deliveries and decorations arrive here. | 4 of 17 forms |
| Hire conditions Required | Cancellation, cleaning, bond and damage rules in one tick. Link yours. | 9 of 17 forms |
| Signature Required | Hire agreements are signed on 9 of 17 forms. | 9 of 17 forms |
What we left out
- Bank details for the bond refund. Seen on 1 of 17 forms. Bank numbers do not belong in a form field.
- Driver’s licence number. Seen on 1 of 17 forms. Check identity when you hand over the keys.
- A date beside the signature. On 5 of 17 forms. Every response already carries the time it was sent.
What 17 real booking forms ask
In September 2026 we read 17 booking forms that organisations use today (US 14, Australia 2, UK 1) and recorded every field. This is how often each one appears. It is part of the Form Field Index.
The 17 forms we read
- City of Kannapolis Parks and Recreation Department (North Carolina) · city parks and recreation department, US
- Burwood Neighbourhood House Inc. · neighbourhood house (community centre), Australia
- Mid Sussex District Council · district council, UK
- City of Newcastle · city council, Australia
- City of Morgan Hill Parks and Recreation (California) · city parks and recreation department, US
- City of Saratoga (California) · city government, US
- Town of Flower Mound (Texas) · town government, US
- City of Frisco Parks & Recreation (Texas) · city parks and recreation department, US
- Town of Little Elm Parks and Recreation (Texas) · town parks and recreation department, US
- Town of Holly Springs Parks & Recreation (North Carolina) · town parks and recreation department, US
- City of Bentonville (Arkansas) · city government, US
- Town of Prosper Parks & Recreation (Texas) · town parks and recreation department, US
- City of Maple Grove Community Center (Minnesota) · city community center, US
- City of Burnsville Ice Center (Minnesota) · city recreation facility, US
- City of Lakeville Parks & Recreation (Minnesota) · city parks and recreation department, US
- City of San Marcos Neighborhood Enhancement (Texas) · city government, US
- City of Schertz Civic & Community Centers (Texas) · city event venues, US
How the form changes as people answer
Most people see a shorter form. These questions and screens only appear when an answer calls for them.
-
When “Is this a one-off or a regular booking?” is Regular: weekly, fortnightly or monthly
shows “Which days, how often, and until when?”
-
When “What is the booking for?” is Party or celebration, Wedding or Community event
shows “Will food or drink be served?”, “Will alcohol be served?”
Make it yours
-
Give each space its own link
Add ?space=Meeting room to the link on that room’s page and the form opens with it chosen.
-
Say when you will reply
Put your real reply time and confirmation step on the thank-you screen, so nobody treats a request as a reservation.
-
Get each request by email
In the Connect tab, open Email me and press Connect. It is free, and nothing is sent until you do.
Good practice and the law
This is general information, not legal advice. Rules differ by country and state, so check anything important where you operate.
- Australia
Tell hirers why you collect their details, and where your privacy policy is, when you collect them. The request notice at the top does this. OAIC, APP 5
Questions about this template
Does the form check whether the hall is free?
No. It collects requests, and two people can ask for the same Saturday. You confirm each one.
Can I take the hire fee or bond on the form?
No. PulseFormCreator does not take payments. Send the quote and an invoice or payment link once you accept the request.
How does a sports club book a whole season?
Pick “Sports field, court or pitch” above the preview: a regular booking, with teams, league, and training and match times.
Can I use it to lend equipment?
Yes. “Equipment loan” asks pick-up and return dates, quantity and delivery instead of times.
Which form do you need?
The booking form is one of the registration & event forms. If it is not quite the job, one of these may be.
- Appointment request form template
For a time with a person, such as a consultation or a repair, rather than a space or an item.
- Event registration form template
For signing up the people coming to your event once the hall is booked.
- Quote request form template
When a hirer wants a price for a package before choosing a date.
Start with the booking form template
Open it in the editor, list your rooms and link your hire conditions. No account needed until you publish.
Updated 22 September 2026. Evidence read September 2026 from 17 real forms.