Travel · free template

Group Travel Registration

Register one traveller onto an organised trip: passport details, room-share preference, dietary and medical needs, emergency contact and payment plan.

A ready-to-use travel & tourism form for small teams who need a reliable intake process: 35 questions, 3 pages, 6 conditional rules.

Questions
35
Pages
3
Layouts
classic
Time to complete
≈ 11 min
Conditional rules
6
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Live preview and test console

This is the real form. Answer it to test the flow — nothing is sent or stored.

Page 1 of 3 — Traveller and trip

Which trip, and who is travelling

Is the traveller under 18?

Include your country code.

This template runs as a straight sequence — no branching rules.

Compliance checklist

Ready to publish
  • 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.
  • Medical disclaimer present — passingThis form does not provide medical advice, diagnosis or treatment. Information you share here is not a substitute for care from a qualified clinician. In an emergency, contact your local emergency service immediately.
  • 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 Travel Registration is built for small teams who need a reliable intake process who need to collect the same complete information from everyone.

  • Small teams who need a reliable intake process working in travel & tourism.
  • Teams who need to collect the same complete information from everyone without writing code or paying for a custom build.
  • Anyone replacing chasing missing details over email with one structured record per enquiry.
  • Respondents are the people you send it to — the form asks them 35 questions across 3 screens.

Why this form is useful

It removes the cost of chasing missing details over email and turns each submission into a record your team can act on immediately.

  • 22 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 records a signature you can keep as proof of agreement.
  • It pins the request to a specific date.
  • It captures a full postal address.
  • Conditional logic hides 6 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.

  1. 1Press “Use this template” — a fresh copy of Group Travel Registration lands in your workspace, ready to edit.
  2. 2Rename or delete any question, and change what is required. Nothing here is fixed.
  3. 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.
  4. 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.
  5. 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 — 6 conditional rules ship with it.

  • Features conditional validation: if “Do you want to share a room?” is No, I would like a single room, “Do you accept the single supplement?” becomes mandatory before the form can be sent.
  • Features conditional validation: if “Do you want to share a room?” is Yes, with someone specific, “Who you would like to share with” becomes mandatory before the form can be sent.
  • Features conditional validation: if “Do you have any medical conditions the trip leader should know about?” is Yes, “Condition and any medication” becomes mandatory before the form can be sent.
  • Features conditional validation: if “Do you need assistance at the airport?” is Yes, “Assistance you need” becomes mandatory before the form can be sent.
  • Features conditional validation: if “Do you have travel insurance?” is Yes, “Insurer and policy number” becomes mandatory before the form can be sent.
  • Features conditional validation: if “Is the traveller under 18?” is Yes, “Parent or guardian name and consent” becomes mandatory before the form can be sent.
  • All 6 rules are editable in the Logic tab, and the built-in checker warns about rules that contradict each other.

About this template

Booking a block of rooms is one job. Collecting thirty travellers' details is a completely different one, and it is the job that decides whether a departure runs smoothly. This form is filled in once per traveller, not once per booking. The first page ties the person to a specific trip and departure date and captures their name exactly as it appears on their passport, along with passport number, issuing country and expiry — the expiry field alone prevents the most common airport refusal, because many countries require months of validity beyond the return date. The second page is rooming and travel: who they want to share with, whether they will pay a single supplement, their departure airport if the group flies from several, seat preferences and any assistance needed at the airport. The third page covers welfare and money: dietary requirements, allergies, medical conditions and medication the leader may need to know about, mobility considerations for excursions, an emergency contact who is not travelling, insurance policy details, and which payment instalment plan they are choosing. It ends with the trip terms, the cancellation position and a signature, so the organiser has one complete record per traveller instead of a spreadsheet assembled from messages.

What this form asks

Every question is editable — rename it, make it optional, or delete it entirely.

Page 1 — Traveller and trip

  • Trip namerequired
  • Departure daterequired
  • Full name exactly as it appears on your passportrequired
  • Date of birthrequired
  • Is the traveller under 18?required
  • Parent or guardian name and consent
  • Email addressrequired
  • Mobile number
  • Home address
  • Nationalityrequired
  • Passport numberrequired
  • Passport issuing countryrequired
  • Passport expiry daterequired

Page 2 — Rooming and travel

  • Do you want to share a room?required
  • Who you would like to share with
  • Do you accept the single supplement?
  • Room preferencerequired
  • Departure airport, if the group flies from several
  • Seat preferencerequired
  • Do you need assistance at the airport?required
  • Assistance you need
  • Anyone else in your group you are travelling with

Page 3 — Welfare, insurance and payment

  • Dietary requirements
  • Allergies
  • Do you have any medical conditions the trip leader should know about?required
  • Condition and any medication
  • Any mobility considerations for excursions?required
  • Emergency contact name and relationship, not travelling with usrequired
  • Emergency contact number
  • Do you have travel insurance?required
  • Insurer and policy number
  • Payment planrequired
  • Have you read the trip terms and cancellation policy?required
  • Traveller signaturerequired
  • Date completedrequired

35 questions in total.

Example of a completed group travel registration form

This shows how one traveller in a group booking provides their passport, emergency and dietary details.

Trip name
Highland Explorer, June 2026
Full name exactly as it appears on your passport
THOMAS EDWARD PARKS
Date of birth
14 March 1988
Nationality
British
Passport expiry date
9 September 2029
Do you want to share a room?
Yes
Who you would like to share with
Aiden Cole, travelling on the same booking
Dietary requirements
Vegetarian
Emergency contact name and relationship, not travelling with us
Grace Parks, sister

Sample data — no real people, addresses or records are shown.

How the form changes as it's filled in

This template ships with 6 conditional rules, grouped into 6 behaviours driven by 5 questions. Everything below is already set up — edit or delete any rule once the template is in your workspace.

Driven by “Do you want to share a room?”

  • Makes answers required

    If “Do you want to share a room?” is No, I would like a single room, “Do you accept the single supplement?” becomes required before the form can be submitted.

  • Makes answers required

    If “Do you want to share a room?” is Yes, with someone specific, “Who you would like to share with” becomes required before the form can be submitted.

Driven by “Do you have any medical conditions the trip leader should know about?”

  • Makes answers required

    If “Do you have any medical conditions the trip leader should know about?” is Yes, “Condition and any medication” becomes required before the form can be submitted.

Driven by “Do you need assistance at the airport?”

  • Makes answers required

    If “Do you need assistance at the airport?” is Yes, “Assistance you need” becomes required before the form can be submitted.

Driven by “Do you have travel insurance?”

  • Makes answers required

    If “Do you have travel insurance?” is Yes, “Insurer and policy number” becomes required before the form can be submitted.

Driven by “Is the traveller under 18?”

  • Makes answers required

    If “Is the traveller under 18?” is Yes, “Parent or guardian name and consent” becomes required before the form can be submitted.

Set it up step by step

  1. 1

    Ask for the passport name and expiry

    Name mismatches and short passport validity are the two reasons travellers are refused at check-in.

  2. 2

    Handle room sharing per traveller

    Rooming lists built from messages are how two people arrive expecting the same single room.

  3. 3

    Collect an emergency contact who is not on the trip

    A contact travelling in the same group is no use in the situation the field exists for.

  4. 4

    Record the instalment choice

    Knowing who pays monthly and who pays in full is what makes the payment chase manageable.

Mistakes to avoid

  • Using one booking form for a whole group, so no traveller has a passport record or a dietary note.
  • Leaving room sharing to be sorted at the hotel, which is where it becomes the organiser's problem.
  • Assuming everyone has insurance, and discovering otherwise after a cancellation.

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

Build the rooming and flight manifest from the responses, chase missing passports and insurance, and send each traveller their instalment schedule.

Works in this layout

Browse classic templates

Forms that overlap this one

These pages cover the same subject ground as the group travel registration, matched on the words people actually search for.

Privacy & compliance

This form collects health information. Keep access limited to the people who need it, turn on encrypted answers for the clinical questions, and set a retention window so records don't sit in the dashboard forever.

Frequently asked questions

How is this different from a group hotel booking?

A group hotel form books rooms. This collects one record per traveller: passport, rooming, welfare and payment.

Should it be filled in per person?

Yes. One submission per traveller is what produces a usable manifest, even where a family books together.

Is passport data safe to collect?

Collect only what the trip needs, keep it for as long as the trip requires, and store it under your own data policy.

Can under-18s be registered?

Yes. A parent or guardian name and consent become required as soon as the age question is answered.

Is the Group Travel Registration template free to use?

Yes. You can preview and test Group Travel Registration 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 Travel Registration template ask for?

It asks 35 questions across 3 pages, 22 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 Travel Registration form after copying it?

Yes — the copy is entirely yours. Change wording, add or remove questions, switch between the classic layout, restyle it to match your brand, and set who gets notified on each submission.

How does the conditional logic in this travel & tourism form work?

6 conditional rules ship with the template: Features conditional validation: if “Do you want to share a room?” is No, I would like a single room, “Do you accept the single supplement?” becomes mandatory before the form can be sent. Features conditional validation: if “Do you want to share a room?” is Yes, with someone specific, “Who you would like to share with” becomes mandatory before the form can be sent. Features conditional validation: if “Do you have any medical conditions the trip leader should know about?” is Yes, “Condition and any medication” becomes mandatory before the form can be sent. All rules are editable in the Logic tab.

Where do responses to the Group Travel Registration 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 Travel Registration 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.

Is the signature on this form legally usable?

The template captures a drawn signature and stores it with the submission, along with the timestamp, so you keep evidence of who agreed and when. Whether that is sufficient depends on your jurisdiction and the agreement itself.

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