Travel · free template

Travel Itinerary Request

Ask a traveller how they want their days planned: pace, interests, must-do experiences, meals, rest days, mobility needs and how much should be pre-booked.

A ready-to-use travel & tourism form for small teams who need a reliable intake process: 29 questions, 2 pages, 4 conditional rules.

Questions: 29
Pages: 2
Layouts: classic · card
Time to complete: ≈ 7 min
Conditional rules: 4

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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

Travel Itinerary Request 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.

20 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.
It captures a numeric value you can filter and sort on.
Conditional logic hides 4 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.

1Press “Use this template” — a fresh copy of Travel Itinerary 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 — 4 conditional rules ship with it.

Features conditional validation: if “Are you travelling with children?” is Yes, “Ages and what they enjoy” becomes mandatory before the form can be sent.
Features conditional validation: if “Do you want restaurant reservations made?” is Yes, “How many dinners you would like booked” becomes mandatory before the form can be sent.
Features conditional validation: if “Any mobility considerations?” is Yes, “What we should plan around” becomes mandatory before the form can be sent.
Features conditional validation: if “How much should be pre-booked?” is Book almost everything, “Anything you want left free” becomes mandatory before the form can be sent.
All 4 rules are editable in the Logic tab, and the built-in checker warns about rules that contradict each other.

About this template

Two travellers with the same flights and the same hotel want completely different weeks, and the difference is never captured by a booking form. This form is about the days themselves. It confirms the destination and the dates that are already fixed, then asks the question that shapes everything: pace. A traveller who wants one thing a day and long lunches should not be sent a plan with three museums before noon. It asks about interests as a checklist and, more usefully, for the one or two experiences the trip would feel incomplete without, plus anything they specifically want to avoid — crowds, early starts, long drives, heights. Meals get their own section because food is half of most trips: dining style, budget per meal, reservations wanted, and dietary needs. Practicalities follow: walking tolerance and mobility, whether they are happy on public transport or want private transfers, travelling with children or older relatives, and how much free time they want left unplanned. Finally it asks how much should be pre-booked versus left flexible, and where the plan should be delivered, so the itinerary arrives in a form the traveller will actually use on the road.

What this form asks

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

Page 1 — The trip and the pace

Your namerequired
Email addressrequired
Destination or destinationsrequired
Arrival daterequired
Departure daterequired
Where you are staying, if booked
Number of travellersrequired
Are you travelling with children?required
Ages and what they enjoy
Preferred pacerequired
Do you want rest days built in?required
Early startsrequired
Interestsrequired
One or two things the trip would feel incomplete withoutrequired
Anything you want to avoid

Page 2 — Food, practicalities and delivery

Dining stylerequired
Typical budget per person for dinner
Do you want restaurant reservations made?required
How many dinners you would like booked
Dietary requirements
Walking tolerance on a typical dayrequired
Any mobility considerations?required
What we should plan around
Transport preferencerequired
How much should be pre-booked?required
Anything you want left free
How would you like the itinerary?required
Date you would like the itinerary byrequired
Anything else that would help us plan

29 questions in total.

Example of a completed travel itinerary request form

This shows how a traveller describes pace and interests so a tailored day-by-day plan can be built.

Destination or destinations: Kyoto and Osaka
Arrival date: 5 April 2026
Departure date: 12 April 2026
Number of travellers: 2
Preferred pace: Relaxed, one main activity a day
Interests: Temples, local food markets, gardens
Dining style: Mix of casual and one special dinner
Dietary requirements: One traveller is pescatarian
Date you would like the itinerary by: 1 March 2026

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

How the form changes as it's filled in

This template ships with 4 conditional rules, grouped into 4 behaviours driven by 4 questions. Everything below is already set up — edit or delete any rule once the template is in your workspace.

Driven by “Are you travelling with children?”

Makes answers required
If “Are you travelling with children?” is Yes, “Ages and what they enjoy” becomes required before the form can be submitted.

Driven by “Do you want restaurant reservations made?”

Makes answers required
If “Do you want restaurant reservations made?” is Yes, “How many dinners you would like booked” becomes required before the form can be submitted.

Driven by “Any mobility considerations?”

Makes answers required
If “Any mobility considerations?” is Yes, “What we should plan around” becomes required before the form can be submitted.

Driven by “How much should be pre-booked?”

Makes answers required
If “How much should be pre-booked?” is Book almost everything, “Anything you want left free” becomes required before the form can be submitted.

Set it up step by step

1
Ask about pace before interests
A list of interests without a pace produces an itinerary that exhausts half the people who receive it.
2
Ask for the one unmissable thing
It is the single most useful answer on the form, and it decides which day the plan is built around.
3
Collect a walking tolerance in kilometres
"Quite active" means different things to different people; a number makes each day plannable.
4
Agree how much to pre-book
Some travellers want every dinner booked and some want none, and guessing produces the wrong plan either way.

Mistakes to avoid

Building an itinerary from interests alone, with no sense of how much the traveller wants in a day.
Booking activities that need early starts for someone who said they hate mornings.
Delivering a plan in a format the traveller cannot open on their phone while abroad.

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

Draft the day-by-day plan against the stated pace, confirm the bookings the traveller asked for, and send it in the requested format ahead of the deadline.

Works in both layouts

Browse classic templates Browse card templates

Forms that overlap this one

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

Frequently asked questions

Is this a booking form?

No. It plans the days for a trip that is already booked, and records which parts should be reserved in advance.

How is it different from a trip enquiry?

A trip enquiry prices flights and rooms. This shapes what happens between them.

Can it be used for a group?

Yes, though for larger groups it is worth collecting pace and mobility answers from more than one person.

Does it cover activity costs?

It collects a dinner budget and can be extended, but activity pricing usually comes back with the draft itinerary.

Is the Travel Itinerary Request template free to use?

Yes. You can preview and test Travel Itinerary 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 Travel Itinerary Request template ask for?

It asks 29 questions across 2 pages, 20 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 Travel Itinerary 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 travel & tourism form work?

4 conditional rules ship with the template: Features conditional validation: if “Are you travelling with children?” is Yes, “Ages and what they enjoy” becomes mandatory before the form can be sent. Features conditional validation: if “Do you want restaurant reservations made?” is Yes, “How many dinners you would like booked” becomes mandatory before the form can be sent. Features conditional validation: if “Any mobility considerations?” is Yes, “What we should plan around” becomes mandatory before the form can be sent. All rules are editable in the Logic tab.

Where do responses to the Travel Itinerary 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 Travel Itinerary 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.

More forms teams pair with the travel itinerary request.

Related categories

All Travel & Tourism templates

Travel Itinerary Request

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