Event registration form template
Sign people up for a one-off event: how many are coming in each booking, who they are, what they eat and what would make the day accessible.
Your name
For your confirmation, a reminder and any change of time or venue.
Mobile
Only used on the day, if something changes.
Organization
Your company, school or group, if you’re coming with one.
How many people are coming, including you?
Enter a number from 1 to 10.
13 questions · about 2 min · logic · prefill from the link
- No sign-up to start
- Unlimited responses on Free
Print it as a PDF Word version
Change the questions in Word, then print.
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 Event registration
- Your name
- Grace Okafor
- grace.okafor@example.com
- Mobile
- +13125550193
- How many people are coming, including you?
- 4
- Names of the others in your group
- Emeka Okafor Ada Okafor Chidi Okafor
- Dietary requirements for your group
- Vegetarian, Allergy (tell us below)
and 5 more answers
| submitted_at | Your name | Mobile | Organization | How many people are coming, including you? | |
|---|---|---|---|---|---|
| 22 Sep 2026 09:41 | Grace Okafor | grace.okafor@example.com | +13125550193 | 4 |
Export to CSV or Excel, or send responses to Google Sheets, Notion, Airtable, Slack or a webhook. All free.
What happens after someone submits
One registration can update your contact list, the guest’s calendar and your caterer.
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Submitted
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Someone registers
They land in People, tagged with the event, so your next invitation reaches everyone who came.
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Right after they register Pro
They get a calendar invite with the date and venue, which opens in any calendar app.
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Someone lists an allergy
Your caterer gets an email with that registration, sent only when an allergy is listed.
What this form asks, and why
An event registration form needs a name and email, the number coming, the names in the group, dietary and access needs, and your cancellation terms. Organization and a phone number help at business events. Leave out anything the day does not need: most one-off events never use an address or a date of birth.
| Question | Why it is there |
|---|---|
| Your name Required | The name on the door list. |
| Email Required | Reminders and a change of venue. It also stops one person registering twice. |
| Mobile | Optional, for a message on the day that cannot wait for email. |
| Organization | Optional, for badges and for seeing which groups came. |
| How many people are coming, including you? Required | The number you plan seats and catering around. A family of four registers once. |
| Names of the others in your group Only when “How many people are coming, including you?” is more than 1 | Appears for groups of two or more: name tags and the door list without a form per guest. |
| Dietary requirements for your group Required | Asked once for the group, with “None” as an answer, so the caterer gets a count, not blanks. |
| Allergy details Required Only when “Dietary requirements for your group” includes “Allergy (tell us below)” | Required only after Allergy. An allergy needs a name and a food. |
| Is there anything we can do to make the event accessible for you? | Step-free entry or a hearing loop take planning. Asking now beats finding out at the door. |
| How did you hear about the event? | Tells you whether the flyer, the newsletter or the social post filled the room. |
| Terms | Optional; required for ticketed dinners. Link your cancellation rules. |
| Photos | Unchecked, so your photographer knows whose faces to leave out. |
| Updates | A separate opt-in. Reminders about this event still reach everyone. |
What we left out
- Home address. A one-off event has no use for it. To see where people travel from, ask for a town or ZIP or postal code instead.
- Which days you will attend. One date needs no day list. The workshop preset asks which sessions, and the conference form handles several days.
- Date of birth, emergency contact and medical history. Programs and camps need them. For one evening, the access question covers it.
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.
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When “How many people are coming, including you?” is more than 1
shows “Names of the others in your group”
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When “Dietary requirements for your group” includes “Allergy (tell us below)”
shows “Allergy details”
Make it yours
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Put the date in their calendar
Paste a Google Calendar or .ics link into the thank-you screen’s Button link, and “Add to calendar” opens it.
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Run a series from one form
Add ?event=Spring garden tour to the link. The heading reads “Register for Spring garden tour” and the event name is saved with every response.
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Close it when the event is over
Set a close time under Settings → Schedule, and late visitors see “Registrations for this event have closed.”
Good practice and the law
- Australia
Tell people why you collect their details, and where your privacy policy is, when you collect them. The note under the event details does this. OAIC, APP 5
- US
Events run by a city or county must make reasonable changes so people with disabilities can take part, which is why access is asked before the day. ADA.gov, Title II
Questions about this template
Does the response limit count people or registrations?
Registrations. Settings → Limit responses counts a family of five as one, so set it well below your capacity and watch the headcount column.
Can one person register a whole group?
Yes: the number coming and the other names in one go. If each guest needs their own email or dietary answer, ask each to register.
Can I sell tickets through the form?
No. Payments are not available on the form. Pick “Ticketed dinner or fundraiser” above the preview: the prices sit in the ticket options and the thank-you screen says how to pay.
Can people choose to join online?
Pick “Workshop or information session”. It asks how each person will attend, and online attendees finish on a screen about the joining link instead of the venue. Afterwards, send an event feedback survey.
Which form do you need?
Not quite the job? One of these may fit, or browse all registration and event forms.
- delegate registration form
For a professional conference with badges, member rates, sessions and invoices to employers.
- online RSVP form
For replies from people you have invited, starting with yes or no.
- charity golf day entry form
For a charity golf day, where captains enter teams with handicaps and sponsors sign up too.
Start with the event registration form template
Open it in the editor, fill in your date and venue, and put the link or its QR code on your posters.
By Michael Hodge, founder of PulseFormCreator. Updated 22 Sep 2026.