Group Booking Request
Group and event block-booking enquiry: rooms, rooming list, budget and billing in one request.
A ready-to-use restaurants & hospitality form for restaurants, hotels and venues: 16 questions, 3 pages, 3 conditional rules.
- Questions
- 16
- Pages
- 3
- Layouts
- classic · card
- Conditional rules
- 3
Searches this template answers
- group hotel reservation form
- group booking form
- hotel group booking request
- room block request form
- corporate hotel booking form
Also filed under
Live preview and test console
This is the real form. Answer it to test the 1 conditional rule — nothing is sent or stored.
Page 1 of 3 — The group
Every question on this page is currently visible.
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
Group Booking Request 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 16 questions across 3 screens.
- 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.
- 8 questions are required, so submissions arrive complete instead of needing a follow-up email.
- It collects a verified email address so replies and confirmations land.
- It captures a phone number for urgent follow-up.
- It pins the request to a specific date.
- It allows multiple selections without free text.
- 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.
- Splitting the form across 3 pages keeps each screen short and shows respondents how much is left.
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 Group Booking Request 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 conditional validation: if “Group type” is Other, “Notes” becomes mandatory before the form can be sent.
- Features advanced show logic: if “Meeting or banquet space?” is Yes, the form dynamically exposes “Attendees and room layout”. Otherwise that question never appears.
- Features conditional validation: if “Meeting or banquet space?” is Yes, “Attendees and room layout” 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
A block booking enquiry answered without the right information turns into a week of email. This form asks for everything the revenue manager needs to price a block in one pass: who the group is, the exact dates, the total guests versus rooms needed, and the room mix in the organiser's own words. Budget per room per night is asked openly because it is the fastest way to establish whether the enquiry is worth a bespoke rate or a polite decline. The extras page covers what actually distinguishes group business from ten individual bookings — meeting and banquet space, meal packages, and whether one account settles everything or each guest pays their own. Requesting meeting space reveals a required question about attendee numbers and layout, which is what the events team needs before it can quote. Individual reservations belong on the standard hotel reservation form; this one exists for anything above about five rooms.
What this form asks
Every question is editable — rename it, make it optional, or delete it entirely.
Page 1 — The group
- Organisationrequired
- Contact namerequired
- Email addressrequired
- Phone numberrequired
- Group type
Page 2 — The stay
- Check-inrequired
- Check-outrequired
- Total guestsrequired
- Rooms neededrequired
- Room mix
- Budget per room per night
Page 3 — Extras
- Meeting or banquet space?
- Attendees and room layout
- Meals needed
- Billing arrangement
- Notes
16 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 2 questions. Everything below is already set up — edit or delete any rule once the template is in your workspace.
Driven by “Group type”
- Makes answers required
If “Group type” is Other, “Notes” becomes required before the form can be submitted.
Driven by “Meeting or banquet space?”
- Reveals questions
If “Meeting or banquet space?” is Yes, the form reveals “Attendees and room layout”.
- Makes answers required
If “Meeting or banquet space?” is Yes, “Attendees and room layout” becomes required before the form can be submitted.
Set it up step by step
- 1
Quote a block, not a nightly rate
Groups compare total cost; send the full block price with the release date attached.
- 2
Set a rooming list deadline in the first reply
Names arriving the week before arrival is the most common source of group chaos.
- 3
Qualify on budget early
The budget answer lets you decline politely in one email instead of negotiating for three.
- 4
Loop the events team in on space requests
Anything with a layout answer needs a function sheet, not just a room allocation.
Mistakes to avoid
- Quoting rooms without stating the release date, so unsold rooms sit blocked until the week of arrival.
- Accepting a group without agreeing billing, then chasing thirty individual guests for extras.
- Ignoring the meal checkboxes and discovering a coach party expects dinner on arrival night.
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
Price the block with a release date, confirm the billing arrangement in writing, and pass any space request to the events team as a function sheet.
Works in both layouts
Forms that overlap this one
These pages cover the same subject ground as the group booking request, matched on the words people actually search for.
Group Hotel Reservation Form
billingblockbookingcateringcoordinator
Hotel Reservation Form
bookingcateringdiningfeedbackguest
Food Truck Event Booking Form
bookingcateringcoordinatorcorporatedining
Wedding Venue Enquiry
bookingbudgetcateringcoordinatordining
Concierge & Special Requests
bookingcateringdiningfeedbackguest
Catering Inquiry Form
bookingcateringdiningenquiryevent
Privacy & compliance
This form takes money. Card details are handled by the payment provider and never stored in your response data — you keep the order details, not the card number.
Frequently asked questions
How many rooms count as a group?
Most properties set the threshold between five and ten rooms. Say yours on the form's intro so enquiries route correctly.
Should I ask for a rooming list here?
No — names change. Collect the room mix now and request the rooming list once the block is confirmed.
Can it handle wedding blocks?
Yes. Wedding is a group type, and the notes field is where couples explain the surrounding schedule.
What if the enquiry is a single room?
Point it at the Hotel Reservation Form, which is shorter and quotes without involving the revenue manager.
Is the Group Booking Request template free to use?
Yes. You can preview and test Group Booking Request 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 Group Booking Request template ask for?
It asks 16 questions across 3 pages, 8 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 Group Booking Request form after copying it?
Yes — the copy is entirely yours. Change wording, add or remove questions, switch between the classic and card 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 conditional validation: if “Group type” is Other, “Notes” becomes mandatory before the form can be sent. Features advanced show logic: if “Meeting or banquet space?” is Yes, the form dynamically exposes “Attendees and room layout”. Otherwise that question never appears. Features conditional validation: if “Meeting or banquet space?” is Yes, “Attendees and room layout” becomes mandatory before the form can be sent. All rules are editable in the Logic tab.
Where do responses to the Group Booking Request 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 Group Booking Request 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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