Form templates / Travel & Tourism
Group Travel Request Form
A group travel request form has one dominant variable: rooming. How many people, in how many rooms, in what configuration - because that's what an operator prices.
For travel agents, tour operators and accommodation providers.
Rooming, not headcount
Twenty travellers can be ten twin rooms, twenty singles, or five families - and those are three very different quotes. An operator can't price a group from a number of people, and quoting a guess is how a trip loses its margin.
So this template asks for the rooming breakdown, plus whether numbers are confirmed or estimated. It also asks who decides and when, because groups run on deadlines that need managing - deposit dates, name lists, final payment.
Quote faster than the person they emailed second
Most travellers ask two or three businesses at once, and the first useful reply usually wins. What slows you down is rarely the pricing - it's not knowing enough to price it.
This template asks the handful of things that decide the number, so the first thing you send can be a real quote instead of a request for more detail.
Dates, party size and passports - once, not five times
Every trip enquiry needs the same core facts, and each missing one is a day of email in a business where the customer is comparing three operators.
Asking properly up front also surfaces the details that change the price late: room configuration, dietary needs, mobility, a birthday you'd want to know about.
One link, on every channel
Put it behind "Get a quote" on your site, in your email signature, in your Google Business profile and on a card. Same form, one place the answers land, no lead lost because it arrived at the wrong inbox.
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
- Organiser's name
- Group, club or company
- Email address
- Phone number
- What kind of group?
- How many travellers?
- How firm is that number?
- Age range of the group
- How many under 18?
- Twin rooms needed
- Double rooms needed
- Single rooms needed
- Family or triple rooms needed
- Are people willing to share?
- Where would you like to go?
- Preferred departure date
- How many nights?
- How flexible are the dates?
- What should be included?
- Accommodation standard
- Budget per person
- How will the group decide?
- When do you need to decide?
- Anything else?
More Travel & Tourism forms
Questions
How firm do numbers need to be?
Ask whether the figure is confirmed, estimated or a maximum. Operators can hold space on an estimate; they just need to know it's an estimate.
Should I ask about single supplements?
Yes - it's the most common source of upset in group travel. Asking about rooming preferences up front lets you explain the supplement before anyone has committed.
Can I ask for photos or files?
Not yet - uploads are on the roadmap. In the meantime, most people ask for a link to photos, or reply to the response with an email asking for them. Everything else about the job is captured here.
Can I see where each quote request came from?
Yes. Add a hidden tracking parameter to the link (for example one link on your site and another on your Google profile) and it's stored with the response.
How fast can I put this live?
About a minute. Pick the template, change the wording, press save - saving is publishing - and you get a link to share.
Can travellers fill this in from abroad on bad wifi?
That's exactly the case these pages are built for: one request, no framework to download, and a form that submits without JavaScript if it has to.
Publish your group travel request form today
Start from this template and change anything you like. Free to begin.