Facility Usage Form
A room booked over a phone call to whoever picked up doesn't get checked against what's already on the calendar. Collect what your facility actually needs, requester information, the space and date needed, and a signed agreement, before two groups show up expecting the same room.
Requests to use a room, gym, or hall tend to arrive however someone happens to reach the office, a phone call, a hallway conversation with whoever's available, an email sitting in a shared inbox nobody checks on the same schedule. Whoever takes the request may not know what's already booked that day, so a space gets promised twice, or a group shows up expecting tables and a stage that were never actually written down anywhere.
Typeform's facility usage form asks for what your facility actually needs, requester information, the space and date requested, expected number of attendees, and a signed usage agreement, then uses conditional logic to branch from there. A request involving food or alcohol can route to a follow up question about additional requirements, and a recurring group can get asked a different set of questions than someone requesting a one time event. Every request lands in one record instead of a phone message on a sticky note.
Connect the form to a shared calendar through Zapier, and a new request can get checked against what's already booked before anyone has to cross reference two systems by hand. Ask for it a set number of days ahead of the event, and your facilities team can approve or decline with enough notice, instead of finding out about a conflict the morning of.
A facility usage form is an online form organizations use to collect a request to use a room, hall, or shared space, along with the date, expected attendance, and a signed usage agreement. Instead of a request arriving as a phone call or a stray email, it lands in one place your team can review against the calendar.
A phone call or email request depends on whoever answers knowing what's already booked, and that information doesn't always travel to the next person who picks up the phone. A form captures everything about the request in one submission, checked against the calendar instead of against memory.
Ask for what your facilities team will actually need to approve the request:
- Requester name and contact information
- Space or room requested
- Date and time needed
- Expected number of attendees
- Purpose of the event
- Signed usage agreement
Not necessarily. A submission is a request, not a confirmation, and it still needs to be checked against the calendar, capacity limits, and any policies your facility has around insurance, food, or alcohol. Build in a review step before anyone treats a submitted form as a booked date.
Yes. Add a file upload question and requesters can attach a certificate of insurance, a floor plan, or any other supporting document in the same submission, no separate email required. Pair it with conditional logic so the upload only appears when the type of event actually calls for it.
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