Form templates / Restaurants & Hospitality
Group Booking Request Form
A group booking request form exists because groups above a certain size stop being a reservation and become an event. Pre-orders, a deposit, and a set menu.
For restaurants, cafés, bars, hotels and hospitality teams.
Above about twelve, a kitchen needs pre-orders
A table of sixteen ordering individually at eight o'clock on a Saturday will get slow food and blame the restaurant. It isn't the kitchen's fault - it's arithmetic, and the fix is a pre-order or a set menu.
So this template explains that plainly and collects the party size, the menu choice and whether the organiser can gather pre-orders. It also asks about a deposit, because a sixteen-cover no-show on a Saturday is a night's revenue.
Requests you can actually schedule
A name and "sometime next week" isn't a booking. What you need is when they can come, what they want, and how to reach them if the slot moves.
This template asks all three, so the diary entry is a copy-and-paste rather than a conversation.
Bookings and enquiries while the phone is unanswerable
Service is exactly when you can't take a call, and exactly when people decide where to eat. A form takes the request with the date, the covers and the dietary needs while your hands are full.
For private hire and functions it matters even more: those enquiries need a dozen details, and the guest would far rather type them than be quizzed.
Give them options, not a blank box
Open questions get vague answers. Offering the services and the times you actually have makes the request usable, and quietly steers people towards the slots you want to fill.
Yours to change, immediately
Nothing here is fixed. Rewrite a question, reorder them by dragging, add your brand colour, delete half of it. Save and the live form updates - there's no separate publish step and no deploy to wait for.
What this template asks
- Your name
- Email address
- Phone number
- Company or group name
- Date
- Preferred time
- How many people?
- What's the occasion?
- How flexible is the time?
- How would you like to order?
- Could you collect everyone's choices in advance?
- Dietary requirements in your party
- Allergy details
- Drinks
- Any requests?
- How would you like the bill?
- I understand a deposit may be required for a party this size
- Anything else?
More Restaurants & Hospitality forms
Questions
At what size should groups pre-order?
Most kitchens set it between eight and twelve. Whatever you choose, say it on the form so nobody is surprised - and give the organiser a simple way to collect the choices.
Should I take a deposit?
For large groups and peak dates, yes, and state the terms clearly. A form that mentions it up front makes it a normal part of booking rather than a demand.
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.
Does this replace a booking system?
No - it collects requests you confirm, which suits private hire, functions and smaller rooms. If you need live table availability, keep your booking system and use forms for the enquiries it handles badly.
Publish your group booking request form today
Start from this template and change anything you like. Free to begin.