Concierge & Special Requests
Pre-arrival wishes — occasions, dining, transport and room setup — routed to the right desk.
A ready-to-use restaurants & hospitality form for restaurants, hotels and venues: 10 questions, 1 page, 3 conditional rules.
- Questions
- 10
- Pages
- 1
- Layouts
- card · classic
- Conditional rules
- 3
Searches this template answers
- hotel special request form
- concierge request form
- guest request form
- special requests form
- pre arrival request form
Also filed under
Live preview and test console
This is the real form. Answer it to test the 2 conditional rules — nothing is sent or stored.
2 questions are hidden by conditional logic right now — change an answer above to reveal them.
Compliance checklist
- Payment items priced — passingEvery payment question charges a real amount, so a submission always records a payment.
- Conditional logic resolves — passingEvery rule points at a question or page that exists in this template.
- Legal text not required — passingThis template collects neither health nor regulated financial information.
- Question labels unique — passingLogic and exports address questions by label, so duplicates are ambiguous.
What happens after submit: nothing is stored in this preview. On your own copy, every response triggers an instant email notification and lands in your response dashboard, ready to export or forward.
Happy with it? Take a copy into your workspace — every question, rule and setting comes with it.
Who this template is for
Concierge & Special Requests is built for restaurants, hotels and venues who need to take bookings with party size, timing and special requests.
- Restaurants, hotels and venues working in restaurants & hospitality.
- Teams who need to take bookings with party size, timing and special requests without writing code or paying for a custom build.
- Anyone replacing handwritten booking notes and lost dietary requirements with one structured record per enquiry.
- Respondents are guests and diners — the form asks them 10 questions across 1 screen.
- Mobile-heavy audiences, thanks to the one-question-per-screen card layout.
Why this form is useful
It removes the cost of handwritten booking notes and lost dietary requirements and turns each submission into a record your team can act on immediately.
- 4 questions are required, so submissions arrive complete instead of needing a follow-up email.
- It pins the request to a specific date.
- It captures a numeric value you can filter and sort on.
- Conditional logic hides 3 questions until they are relevant — shorter forms convert better than long ones.
- Every response is stored, searchable and exportable, so nothing depends on one person's inbox.
How to use this template
From copy to live form is a few minutes of work, and every step is reversible.
- 1Press “Use this template” — a fresh copy of Concierge & Special Requests lands in your workspace, ready to edit.
- 2Rename or delete any question, and change what is required. Nothing here is fixed.
- 3Open Notifications and add the email addresses that should be alerted on each submission; add an auto-reply to the respondent if the form collects an email address.
- 4Publish it, then either share the link directly or paste the embed snippet into your site — the embedded form resizes to fit and loads no marketing or advertising trackers.
- 5Watch responses land in Submissions, where you can filter, label and export them to CSV or PDF.
Logic and conditions blueprint
Exactly how this form behaves as it is answered — 3 conditional rules ship with it.
- Features advanced show logic: if “Request type” is Celebration, the form dynamically exposes “Occasion and should it be a surprise?”. Otherwise that question never appears.
- Features advanced show logic: if “Request type” is Transport, the form dynamically exposes “Pickup location”. Otherwise that question never appears.
- Features conditional validation: if “Request type” is Transport, “Pickup location” becomes mandatory before the form can be sent.
- All 3 rules are editable in the Logic tab, and the built-in checker warns about rules that contradict each other.
About this template
Special requests arrive as a sentence at the bottom of a booking email and then get lost between reception, the restaurant and the driver. This form gives each one its own record with a type, a date, a time and a budget, so it routes to the desk that can actually deliver it. The request type drives the branching: celebrations reveal a question about the occasion and whether it should be a surprise, which is the detail that decides whether staff mention it at check-in; transport requests require a pickup location, without which nothing can be booked. Asking for a budget openly is not rude — it is the difference between a table booked at the right restaurant and an apologetic phone call. The contact preference matters because a guest already travelling may not read email. Attach the form to your pre-arrival email alongside the check-in form and the concierge starts the day with a work list instead of a rumour.
What this form asks
Every question is editable — rename it, make it optional, or delete it entirely.
How can we help?
- Booking referencerequired
- Full namerequired
- Request typerequired
- Detailsrequired
- Occasion and should it be a surprise?
- Pickup location
- Date needed
- Time
- Budget
- Contact preference
10 questions in total.
How the form changes as it's filled in
This template ships with 3 conditional rules, grouped into 3 behaviours driven by 1 question. Everything below is already set up — edit or delete any rule once the template is in your workspace.
Driven by “Request type”
- Reveals questions
If “Request type” is Celebration, the form reveals “Occasion and should it be a surprise?”.
- Reveals questions
If “Request type” is Transport, the form reveals “Pickup location”.
- Makes answers required
If “Request type” is Transport, “Pickup location” becomes required before the form can be submitted.
Set it up step by step
- 1
Send it with the booking confirmation
Requests made weeks out can be delivered; requests made at check-in usually cannot.
- 2
Route by request type
Notify the restaurant, the concierge desk and housekeeping from the same form using the type answer.
- 3
Confirm cost before booking
Reply with a price against the stated budget rather than assuming, especially for transport and dining.
- 4
Flag surprises on the arrival sheet
Nothing ruins a proposal faster than a receptionist congratulating the wrong guest.
Mistakes to avoid
- Leaving requests in an email thread where three departments each assume another one owns it.
- Not asking about budget, then quoting a restaurant the guest would never have chosen.
- Missing the surprise flag and spoiling the occasion at check-in.
What it pairs with
Most teams don't run this form on its own. These are the forms and systems it sits next to.
What to do with the responses
Route each request to the owning department, confirm cost and timing with the guest, and add delivered requests to the arrival sheet.
Works in both layouts
Forms that overlap this one
These pages cover the same subject ground as the concierge & special requests, matched on the words people actually search for.
Guest Check-In Form
arrivalbookingcateringdeskdining
Group Booking Request
bookingcateringdiningfeedbackguest
Group Hotel Reservation Form
bookingcateringdiningfeedbackguest
Hotel Reservation Form
arrivalbookingcateringdiningfeedback
Food Truck Event Booking Form
bookingcateringdiningfeedbackguest
Restaurant Customer Feedback Survey
bookingcateringdiningfeedbackguest
Frequently asked questions
Can guests submit more than one request?
Yes — one submission per request keeps routing clean, and the booking reference groups them together.
Should I charge for concierge requests?
Charge for the item, not the arranging. The budget question is there so the guest sets the ceiling.
Does it replace the special requests box on the booking form?
It complements it. The booking form captures room preferences; this captures things somebody has to go and arrange.
What if a request cannot be met?
Reply using the stated contact preference with an alternative — a fast no beats a slow maybe every time.
Is the Concierge & Special Requests template free to use?
Yes. You can preview and test Concierge & Special Requests on this page without an account, and take a copy into your own HelloForms workspace on the free plan. There is nothing to install and no card required to publish it.
What does the Concierge & Special Requests template ask for?
It asks 10 questions across 1 page, 4 of which are required. Every question is listed in full further down this page, and each one can be renamed, reordered, made optional or deleted after you copy the template.
Can I edit the Concierge & Special Requests form after copying it?
Yes — the copy is entirely yours. Change wording, add or remove questions, switch between the card and classic layouts, restyle it to match your brand, and set who gets notified on each submission.
How does the conditional logic in this restaurants & hospitality form work?
3 conditional rules ship with the template: Features advanced show logic: if “Request type” is Celebration, the form dynamically exposes “Occasion and should it be a surprise?”. Otherwise that question never appears. Features advanced show logic: if “Request type” is Transport, the form dynamically exposes “Pickup location”. Otherwise that question never appears. Features conditional validation: if “Request type” is Transport, “Pickup location” becomes mandatory before the form can be sent. All rules are editable in the Logic tab.
Where do responses to the Concierge & Special Requests form go?
Submissions land in your workspace under Submissions, where you can search, filter, label and export them to CSV or PDF. You can also email a notification to your team on every submission and send the respondent an auto-reply.
Can I embed the Concierge & Special Requests form on my own website?
Yes. Publish the form and paste the embed snippet into any page or share the direct link. The embedded form resizes to fit its container and loads no advertising or marketing trackers inside the iframe.
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