Form templates / Government & Public Services
Facility Rental Request Form
A facility rental request form has to establish what a hirer intends to do in the space. The date and the room are easy; the activity, the numbers and the insurance are what decide whether you can say yes.
For councils, agencies and public-sector teams.
The activity determines the answer, not the room
The same hall is fine for a book group and impossible for a children's party with a bouncy castle. Capacity limits, licensing, insurance requirements and whether you need a caretaker present all follow from the activity - not from the booking slot.
So this template asks what will actually happen: the activity, the numbers, whether alcohol is served, whether children are present, and whether they hold public liability cover. Those five answers let one person approve or decline without a site meeting.
Stop booking by phone tag
Half your residents would rather book at 10pm than call at 10am, and the ones who do call reach a voicemail while you're working. Every missed call is a booking that went somewhere open.
A request form takes bookings while you're busy, asleep or driving - with the details you need written down rather than remembered.
Accessible to everyone, including the people without an app
A public form has to work for the resident on a six-year-old Android with 200 MB of data left, and for the one using a screen reader. That rules out most modern form builders, which need JavaScript to render a text box.
These pages are ordinary HTML with real labels and native controls: they work with assistive technology, keyboard only, and with scripting switched off entirely.
It's a request, not a calendar takeover
You stay in control: requests arrive, you confirm the ones that work. No syncing, no double-booking, nothing to install - just the details you need in the order you need them.
Edit it like a document, publish like a link
Add questions, remove questions, change the order and the wording, set your accent colour. When you save, the form is live at its own address - share it by link, QR code or a button on your site, and read the answers in your dashboard.
What this template asks
- Your name
- Organisation, if applicable
- Email address
- Phone number
- Address
- Which facility?
- One-off or regular?
- Date, or first date
- Times required
- Expected number of people
- What will be happening?
- Will any of these apply?
- What do you need from us?
- Room layout
- Do you hold public liability insurance?
- Insurer and cover level
- Expiry date
- I can provide a risk assessment if required
- I have read and accept the conditions of hire
More Government & Public Services forms
Questions
Should we require public liability insurance?
Most public facilities do, and asking for the insurer and expiry date up front saves a week of chasing. Say the required cover level on the form so nobody applies without it.
Can this handle regular bookings?
Ask whether it's one-off or recurring, as this template does, and collect the pattern. Regular hires usually get a separate agreement, but the request starts here.
Does this book the slot automatically?
No - it collects a request, and you confirm it. That's deliberate: real diaries have exceptions, and a form that promises a slot you can't honour costs more than one that asks.
Can I limit the options people can pick?
Yes. The service and time-of-day lists are yours to edit, so people can only choose from what you actually offer. You can also close the form when you're full.
Will I know straight away?
Yes, if you want to be. Turn on live notifications and every request is emailed to you the moment it arrives; otherwise collect them and read them in your dashboard.
Is it accessible, and does it track people?
Forms use semantic HTML, real labels, keyboard-navigable native controls and work without JavaScript. No cookies, no analytics scripts and no IP logging - so there's no consent banner between a resident and a public service.
Publish your facility rental request form today
Start from this template and change anything you like. Free to begin.