HelloForms
Hospitality · free template

Table Reservation Form

Direct table bookings with party size, occasion and dietary flags, no platform fees.

A ready-to-use restaurants & hospitality form for restaurants, hotels and venues: 11 questions, 1 page, 3 conditional rules.

Questions
11
Pages
1
Layouts
card · classic
Conditional rules
3
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Live preview and test console

This is the real form. Answer it to test the 2 conditional rules — nothing is sent or stored.

Table reservation

Include your country code.

2 questions are hidden by conditional logic right now — change an answer above to reveal them.

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.
  • 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

Table Reservation Form 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 11 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.

  • 6 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 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.

  1. 1Press “Use this template” — a fresh copy of Table Reservation Form 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 — 3 conditional rules ship with it.

  • Features advanced show logic: if “Party size” is 8 or more, the form dynamically exposes “Large group note”. Otherwise that question never appears.
  • Features conditional validation: if “Party size” is 8 or more, “Email address” becomes mandatory before the form can be sent.
  • Features advanced show logic: if “Occasion” is Birthday, the form dynamically exposes “Cake or candle service?”. Otherwise that question never appears.
  • All 3 rules are editable in the Logic tab, and the built-in checker warns about rules that contradict each other.

About this template

Third-party booking platforms take a cut per cover, and most of that spend buys nothing a simple form cannot do on its own. This reservation form starts with the basics — name, contact and preferred slot — then asks the two questions that actually change how a table gets set: party size and occasion. Party size is asked before seating preference because the answer decides whether the request is even possible, and once a group reaches eight the form shows a deposit policy and insists on a working email, since large-party no-shows are the ones that hurt a Saturday night the most. Occasion sits near the end deliberately: it is optional context, not a qualifying question, so it never blocks a booking. Marking the occasion as a birthday quietly reveals a cake-and-candle question, letting the kitchen prepare without the guest having to ask. Dietary requirements and seating preference close the form, giving the host stand everything needed to seat the table correctly on arrival rather than working it out at the door.

What this form asks

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

Book a table

  • Full namerequired
  • Phone numberrequired
  • Email addressrequired
  • Daterequired
  • Timerequired
  • Party sizerequired
  • Occasion
  • Cake or candle service?
  • Dietary requirements
  • Seating preference
  • Large group note

11 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 “Party size”

  • Reveals questions

    If “Party size” is 8 or more, the form reveals “Large group note”.

  • Makes answers required

    If “Party size” is 8 or more, “Email address” becomes required before the form can be submitted.

Driven by “Occasion”

  • Reveals questions

    If “Occasion” is Birthday, the form reveals “Cake or candle service?”.

Set it up step by step

  1. 1

    Link it from your own site and socials

    Every booking taken here is a booking a platform did not charge you for.

  2. 2

    Watch the large group flag

    The deposit note only appears above eight covers, so smaller tables keep a frictionless form.

  3. 3

    Prep the kitchen from occasion answers

    A quiet birthday flag gives the pass time to plan a candle without a guest having to ask twice.

  4. 4

    Confirm by text or email same day

    A quick confirmation cuts no-shows more than any deposit policy alone.

Mistakes to avoid

  • Not asking party size early, so a table for two gets seated at a six-top and blocks the rest of the room.
  • Treating occasion as compulsory, which slows down guests who just want dinner.
  • Skipping the deposit note for large groups and then absorbing the cost of a no-show.

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

Confirm the booking, brief the floor on any occasion or dietary notes, and follow up with the Dining Feedback Form after the visit.

Works in both layouts

Browse card templatesBrowse classic templates

Forms that overlap this one

These pages cover the same subject ground as the table reservation form, matched on the words people actually search for.

Frequently asked questions

Do I still need a booking platform?

Not for direct bookings from your own channels — this form covers that entirely and keeps the data yours.

Should I take card details for every table?

No, reserve card holds for larger parties where a no-show costs real revenue.

Can I add a menu pre-order?

Yes, add a menu selection field for set-menu nights or festive bookings.

How far ahead should the date field allow?

Most restaurants cap it at 60-90 days to avoid speculative bookings far in advance.

Is the Table Reservation Form template free to use?

Yes. You can preview and test Table Reservation Form 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 Table Reservation Form template ask for?

It asks 11 questions across 1 page, 6 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 Table Reservation Form 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 “Party size” is 8 or more, the form dynamically exposes “Large group note”. Otherwise that question never appears. Features conditional validation: if “Party size” is 8 or more, “Email address” becomes mandatory before the form can be sent. Features advanced show logic: if “Occasion” is Birthday, the form dynamically exposes “Cake or candle service?”. Otherwise that question never appears. All rules are editable in the Logic tab.

Where do responses to the Table Reservation Form 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 Table Reservation Form 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.

Related templates

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Related categories

All Restaurants & Hospitality templates