Meeting room booking form with catering and AV in one request

The form itself

A static copy of the finished form, exactly as it renders. Nothing here can be filled in or submitted, so read it as a reference and build your own from the button above.

Every field, and what it collects

The complete field list, in the order respondents meet it.

Who is booking

Your name and teamShort textRequired

Which room?DropdownRequired

Options: Wattle, boardroom, seats 14 · Ironbark, meeting room, seats 10 · Banksia, meeting room, seats 8 · Kurrajong, huddle room, seats 4 · Melaleuca, huddle room, seats 4 · Training room, seats 40 theatre style · The whole floor lounge, standing event up to 80 · No preference, whatever fits

DateDateRequired

StartTimeRequired

FinishTimeRequired

How many people?NumberRequired

How the room should be set up

LayoutSingle choiceRequired

Options: Boardroom, one table, everyone facing in · U shape, open end at the screen · Theatre, rows facing forward · Cabaret, small round tables · Workshop, four clusters of six · Standing, no seating plan · As it is, do not move anything

What do you need running?Multiple choice

Options: Wall screen with a cable to the table · Wireless screen sharing · Video conference camera and room microphone · Hybrid setup, remote attendees joining as equals · Lapel or handheld microphone · Recording of the session · Whiteboard and markers · Printed handouts delivered to the room · Nothing, just the room

Catering and billing

CateringSingle choiceRequired

Options: Nothing · Tea, coffee and water on arrival · Morning tea, one working day of notice · Working lunch, two working days of notice · Afternoon tea · Full day, arrival, lunch and afternoon tea

Cost centre the room and catering are charged toShort textRequired

What each field on this form collects

The first field takes the requester name and their team in one line, which is what the coordinator needs to route the confirmation. The room dropdown names seven rooms, plus a no preference option, and puts the seated capacity in every option, from a four person huddle room to the floor lounge at eighty standing. The date sits alone and the start and finish times share a row on a twenty four hour clock, which removes the morning and afternoon ambiguity that costs a room its first fifteen minutes. The headcount is a single number. The setup block opens with a paragraph explaining that rooms are set the evening before, then a seven option layout radio that ends with do not move anything, and a nine item audio visual tick list ending in nothing, just the room. The billing block is the catering radio with notice periods written into each option, a paragraph about dietary requirements, and a required cost centre field.

Why the capacity sits inside the room name

The most common failure in room booking is not a double booking, it is a mismatch: eleven people in a room that seats eight, or a two person catch up occupying the boardroom because it was the name somebody recognised. Putting the seated capacity in the option label solves both without a validation rule, because a requester choosing Banksia can see it seats eight while they are typing nine into the headcount field. The layout question does similar work further down. Rooms are set the evening before, so a layout chosen at request time is free and a layout chosen on the morning is somebody moving furniture while the meeting waits.

How to adapt this form

An office that charges for rooms replaces the cost centre field with a purchase order number and adds an hourly rate to each room option, which turns the dropdown into a price list and shortens the approval conversation. A building that hosts external visitors adds a visitor list table with name, organisation and arrival time, since reception needs it for passes and for the evacuation list. A team running hybrid meetings heavily can promote the hybrid setup tick to its own question asking how many people will join remotely, because a hybrid meeting with two remote attendees and one with twenty need different rooms, and that number is what the audio visual team actually plans against.

What makes this form work

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