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Event accommodation form template

Collect room requests for event guests.

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How to make a event accommodation form

  1. 1

    Check the questions: rename, add or delete any field, or change how it’s answered.

  2. 2

    Add your organisation’s name, a contact line and your logo if you like.

  3. 3

    Choose fillable PDF, printable PDF, Word or HTML, and the paper size.

  4. 4

    Download the event accommodation form and share it, print it or add it to your website.

About this event accommodation form

When you book a block of rooms for a wedding, conference, retreat or team offsite, you need each guest’s dates, room type, who they’ll share with, arrival details for transfers and any access or dietary needs. This form collects it all so the hotel rooming list is right first time.

Ask early; hotels often release unused rooms in a block several weeks before the event.

What’s on the event accommodation form

The template has 4 sections and 16 questions. Every one can be renamed, moved or deleted.

  • Guest: Full name; Phone; Email; Event
  • Stay: Check-in; Check-out; Guests in room; Room type (choose one: Single, Double, Twin, Family, Suite); Sharing with; Children (ages)
  • Arrival: Arriving by (choose one: Flight, Train, Car, Bus); Flight or train number; Arrival time; Need pickup? (yes or no)
  • Needs: Accessibility needs; Special requests

Tips

  • Give a deadline that’s before the hotel’s release date.
  • Say clearly who pays for the room and for extras.
  • Share arrival details with whoever arranges pickups.

Four ways to save it

A fillable PDF has typing boxes, tick boxes and choices built in. A printable PDF gives clean boxes and writing lines for pen and paper. The Word file can be edited further, and the HTML code adds the same questions to a website. Browse more form templates, or design a completely different layout in the custom form builder.

Frequently asked questions

What is a rooming list?

The list a hotel needs of guest names, room types and dates for a group booking. Collect this form from every guest to build it.

Can families request connecting rooms?

Yes. They can note it in special requests; the hotel confirms availability.

Can I get the event accommodation form as a Word document?

Yes. Choose “Word” under “Save as” to download a .docx file you can keep editing in Microsoft Word, Google Docs or LibreOffice.

Can I put the event accommodation form on my website?

Yes. Choose “HTML” to copy ready-made form code with labels and a simple style. Set the form’s action to the address that should receive submissions, such as your own form handler.

Can I change the questions on the event accommodation form?

Yes. Rename any question, change its answer type (short answer, tick boxes, rating, table and more), move it, or delete it. You can also add whole new sections.

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