Travel · free template

Tour Guide Booking

Book a guide rather than a place on a tour: language, date and duration, meeting point, group size and ages, interests, walking pace and rate agreement.

A ready-to-use travel & tourism form for small teams who need a reliable intake process: 29 questions, 2 pages, 5 conditional rules.

Questions: 29
Pages: 2
Layouts: classic · card
Time to complete: ≈ 6 min
Conditional rules: 5

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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

Tour Guide Booking 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 29 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.

17 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 5 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.

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 Tour Guide Booking 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 — 5 conditional rules ship with it.

Features conditional validation: if “Where should the guide meet you?” is At a cruise port, “Ship name and time you must be back on board” becomes mandatory before the form can be sent.
Features conditional validation: if “Does anyone need a slower pace or step-free routes?” is Yes, “What the guide should plan around” becomes mandatory before the form can be sent.
Features conditional validation: if “Are there children in the group?” is Yes, “Ages of the children” becomes mandatory before the form can be sent.
Features conditional validation: if “Do you want entry tickets included?” is Yes, “Which sites you want tickets for” becomes mandatory before the form can be sent.
Features conditional validation: if “Do you need transport during the tour?” is Yes, “Transport you need” becomes mandatory before the form can be sent.
All 5 rules are editable in the Logic tab, and the built-in checker warns about rules that contradict each other.

About this template

Booking a guide is not the same as buying a ticket for a tour that already exists. The guide's time, language and route are all being arranged around one group, and the details that matter are different. This form starts with the language the tour should be conducted in — the question that decides whether the booking is possible at all — then the date, the start time, and the duration in hours rather than a vague half or full day. The meeting point is asked for explicitly, along with whether the guide should come to a hotel, a port, an airport or a landmark, because cruise passengers and hotel guests need very different logistics. Group size is collected with ages and whether anyone needs a slower pace or step-free routes, so the route can be planned honestly rather than adjusted mid-walk. Interests and any specific sites the group wants included come next, with a note about tickets: whether entry fees are being bought by the traveller or expected from the guide. The commercial part is stated plainly — hourly or day rate, what is included, transport arrangements, and the cancellation window — so nobody discovers the terms at the meeting point.

What this form asks

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

Page 1 — Guide, date and group

Your namerequired
Email addressrequired
Contact number, including a number you use while travelling
Language the tour should be inrequired
Other language
City or arearequired
Date of the tourrequired
Preferred start time
Duration in hoursrequired
Is the date flexible?required
Number of people in the grouprequired
Are there children in the group?required
Ages of the children
Where should the guide meet you?required
Ship name and time you must be back on board
Meeting point details

Page 2 — What you want to see, and terms

Interestsrequired
Specific places you want included
Pace you would likerequired
Does anyone need a slower pace or step-free routes?required
What the guide should plan around
Do you want entry tickets included?required
Which sites you want tickets for
Do you need transport during the tour?required
Transport you need
Rate basis you are expectingrequired
Budget for the tour, if you have one
Do you understand the cancellation window applies from the confirmed booking?required
Anything else the guide should know

29 questions in total.

Example of a completed tour guide booking form

This shows how a visitor books a guided walking tour with the details a guide needs to prepare.

Language the tour should be in: English
City or area: Florence old town
Date of the tour: 18 May 2026
Preferred start time: 09:30
Duration in hours: 3
Number of people in the group: 4
Interests: Renaissance art and local history
Pace you would like: Steady, with stops for photos
Do you want entry tickets included?: Yes

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

How the form changes as it's filled in

This template ships with 5 conditional rules, grouped into 5 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 “Where should the guide meet you?”

Makes answers required
If “Where should the guide meet you?” is At a cruise port, “Ship name and time you must be back on board” becomes required before the form can be submitted.

Driven by “Does anyone need a slower pace or step-free routes?”

Makes answers required
If “Does anyone need a slower pace or step-free routes?” is Yes, “What the guide should plan around” becomes required before the form can be submitted.

Driven by “Are there children in the group?”

Makes answers required
If “Are there children in the group?” is Yes, “Ages of the children” becomes required before the form can be submitted.

Driven by “Do you want entry tickets included?”

Makes answers required
If “Do you want entry tickets included?” is Yes, “Which sites you want tickets for” becomes required before the form can be submitted.

Driven by “Do you need transport during the tour?”

Makes answers required
If “Do you need transport during the tour?” is Yes, “Transport you need” becomes required before the form can be submitted.

Set it up step by step

1
Ask for language first
It determines which guides are even available, so it belongs above the date rather than in a comment.
2
Take duration in hours
"Half day" means three hours to some guides and five to others, and the difference is the whole fee.
3
Ask cruise passengers for the ship and sailing time
A tour that ends after the ship leaves is the one mistake a port guide can never recover from.
4
Settle ticket responsibility in the form
Entry fees are the most common surprise cost, and one question removes it entirely.

Mistakes to avoid

Treating a guide booking like an activity ticket, so language, duration and meeting point are never confirmed.
Planning a walking route without asking about pace, then abandoning half of it.
Leaving entry fees unmentioned, which turns a good tour into an argument at the ticket desk.

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 guide's availability in the requested language, send the rate, meeting point and cancellation terms in writing, and take the deposit if you use one.

Works in both layouts

Browse classic templates Browse card templates

Forms that overlap this one

These pages cover the same subject ground as the tour guide booking, matched on the words people actually search for.

Frequently asked questions

How is this different from booking a tour?

An activity booking sells a place on a scheduled tour. This hires a guide's time for a route built around one group.

Does it confirm the booking?

No. Availability is checked first, then you confirm the rate and terms in writing.

Can it handle several days?

Yes. Submit one per day, or note the additional dates and confirm a multi-day rate in your reply.

Why ask about the ship?

Because a cruise stop has a hard deadline, and the route has to be planned backwards from it.

Is the Tour Guide Booking template free to use?

Yes. You can preview and test Tour Guide Booking 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 Guide Booking template ask for?

It asks 29 questions across 2 pages, 17 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 Guide Booking 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?

5 conditional rules ship with the template: Features conditional validation: if “Where should the guide meet you?” is At a cruise port, “Ship name and time you must be back on board” becomes mandatory before the form can be sent. Features conditional validation: if “Does anyone need a slower pace or step-free routes?” is Yes, “What the guide should plan around” becomes mandatory before the form can be sent. Features conditional validation: if “Are there children in the group?” is Yes, “Ages of the children” becomes mandatory before the form can be sent. All rules are editable in the Logic tab.

Where do responses to the Tour Guide Booking 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 Guide Booking 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.

More forms teams pair with the tour guide booking.

Related categories

All Travel & Tourism templates

Tour Guide Booking

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