Travel · free template

Tour Accessibility Form

Ask guests about step-free routes, communication preferences, rest breaks, and companion support so your team can check access before confirming a tour.

A ready-to-use travel & tourism form for small teams who need a reliable intake process: 13 questions, 2 pages, 3 conditional rules.

Questions
13
Pages
2
Layouts
classic · card
Time to complete
≈ 5 min
Conditional rules
3
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Live preview and test console

This is the real form. Answer it to test the 3 conditional rules — nothing is sent or stored.

Page 1 of 2 — Your Tour and Access Preferences

Help Us Plan Your Visit

You can request an access check before making a booking.

Leave blank if your date is not decided.

Select all that apply. These are requests to check, not a list of guaranteed facilities.

What would help you participate?

This can include surfaces, steps, lifts, route length, or space for a mobility aid.

Would you like us to check mobility access?

1 question is hidden by conditional logic right now — change an answer above to reveal it.

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

Tour Accessibility Form 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 13 questions across 2 screens.
  • Mobile-heavy audiences, thanks to the one-question-per-screen card layout.

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.

  • 3 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 pins the request to a specific date.
  • It allows multiple selections without free text.
  • Conditional logic hides 3 questions until they are relevant — shorter forms convert better than long ones.
  • Splitting the form across 2 pages keeps each screen short and shows respondents how much is left.
  • 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 Tour Accessibility 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 “Would you like us to check mobility access?” is Yes, the form dynamically exposes “Mobility access details”. Otherwise that question never appears.
  • Features advanced show logic: if “Would a quieter option help?” is Yes, the form dynamically exposes “Quieter option details”. Otherwise that question never appears.
  • Features advanced show logic: if “Will someone accompany you for support?” is Yes, the form dynamically exposes “Companion arrangements”. 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

Use this form before confirming arrangements for a walking tour, attraction visit, or guided excursion. It asks what would make participation possible or more comfortable—not for a diagnosis, proof of disability, or a guest’s medical history. Guests can select practical access needs and add only the details they want your team to consider. Send the link alongside an honest route description: surfaces, steps, approximate walking distances, seating, toilets, transport boarding, and likely noise levels. A label such as “accessible” is not enough to help someone decide whether a tour suits them. Keep all support-detail questions optional, and let guests discuss alternatives by email if they prefer. Assign each submission to someone who can check the actual route and speak with venue or transport staff. Do not treat a submitted request as a confirmed arrangement. Reply with what is available, what remains uncertain, and any alternative route or timing you can offer. Ask the guest whether those options work for them. Share the agreed practical instructions with the guide, rather than forwarding every personal detail. Recheck access when venues, vehicles, or routes change, and give guests a clear way to update their request.

What this form asks

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

Page 1 — Your Tour and Access Preferences

  • Your namerequired
  • Reply emailrequired
  • Tour name or booking referencerequired
  • Planned tour date
  • What would help you participate?
  • Would you like us to check mobility access?
  • Mobility access details

Page 2 — Communication and Other Support

  • Communication preferences
  • Would a quieter option help?
  • Quieter option details
  • Will someone accompany you for support?
  • Companion arrangements
  • Anything else we should check?

13 questions in total.

A Step-Free History Walk Request

A fictional guest asks the team to verify a step-free route and planned seating before booking.

Your name
Mira Fenwick
Tour name or booking reference
Canal Quarter History Walk
What would help you participate?
Step-free route; Seating or rest breaks; Accessible toilet information
Would you like us to check mobility access?
Yes
Mobility access details
I use a manual wheelchair. Please check whether the canal section has steps and whether there is seating for my companion at the halfway stop.
Communication preferences
Written route and meeting instructions

How the form changes as it's filled in

This template ships with 3 conditional rules, grouped into 3 behaviours driven by 3 questions. Everything below is already set up — edit or delete any rule once the template is in your workspace.

Driven by “Would you like us to check mobility access?”

  • Reveals questions

    If “Would you like us to check mobility access?” is Yes, the form reveals “Mobility access details”.

Driven by “Would a quieter option help?”

  • Reveals questions

    If “Would a quieter option help?” is Yes, the form reveals “Quieter option details”.

Driven by “Will someone accompany you for support?”

  • Reveals questions

    If “Will someone accompany you for support?” is Yes, the form reveals “Companion arrangements”.

Set it up step by step

  1. 1

    Publish route facts beside the link

    Include steps, surfaces, walking distances, toilet access, seating, and boarding details in the invitation. Guests should not have to submit personal information just to learn whether a route has stairs.

  2. 2

    Keep requests distinct from availability

    Review every checkbox against the actual tour. Leave the notice that requests need confirmation in place, especially for interpretation, vehicles, and alternative routes.

  3. 3

    Assign a person to follow up

    Have one coordinator check submissions before the tour. Follow up on “I would like to discuss this” answers even when no detail field is completed.

  4. 4

    Brief the guide on agreed actions

    Send the guide a concise operational note, such as where to meet, which entrance to use, and when to pause. Confirm changes with the guest before replacing an agreed arrangement.

Mistakes to avoid

  • Calling a tour accessible without describing its steps, surfaces, distances, and facilities.
  • Making guests provide a diagnosis or complete every support-detail field before they can submit.
  • Treating a request as confirmed before checking the venue, route, guide, or vehicle.

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

Check each request against the planned tour and email the guest with confirmed options and outstanding questions. Record the agreed arrangements for the guide and invite updates before departure.

Works in both layouts

Browse classic templatesBrowse card templates

Forms that overlap this one

These pages cover the same subject ground as the tour accessibility form, 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

Can guests use this before booking?

Yes. The tour name is enough if they do not have a booking reference, and the date can stay blank. This lets your team discuss suitability before the guest commits to a particular departure.

Should we ask for a diagnosis or supporting documents?

No. This form is designed to collect practical access preferences. Ask about the route, communication, equipment clearance, or support arrangement you need to check—not the reason a guest needs it.

Does submitting this reserve a guide or confirm support?

No. Use Tour Guide Booking to arrange the guide, and use this form to review access requests. Confirm specific support only after checking availability with the people delivering it.

What if we cannot provide the requested arrangement?

Explain the specific limitation and offer any realistic alternatives, such as a different entrance, departure time, or route. Let the guest decide whether the alternative meets their needs rather than assuming it does.

Is the Tour Accessibility Form template free to use?

Yes. You can preview and test Tour Accessibility 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 Tour Accessibility Form template ask for?

It asks 13 questions across 2 pages, 3 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 Tour Accessibility Form 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 travel & tourism form work?

3 conditional rules ship with the template: Features advanced show logic: if “Would you like us to check mobility access?” is Yes, the form dynamically exposes “Mobility access details”. Otherwise that question never appears. Features advanced show logic: if “Would a quieter option help?” is Yes, the form dynamically exposes “Quieter option details”. Otherwise that question never appears. Features advanced show logic: if “Will someone accompany you for support?” is Yes, the form dynamically exposes “Companion arrangements”. Otherwise that question never appears. All rules are editable in the Logic tab.

Where do responses to the Tour Accessibility 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 Tour Accessibility 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.

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