Describe your spaces and reservation process. Makeform creates a facility booking form with location, schedule, attendance, setup, and contact fields, ready to edit and share.
Route booking requests to Slack, Google Sheets, and Zapier.
Sample prompts for the builder
Choose a scenario, adjust it, or send the prompt into the Makeform builder.
Audience
People requesting meeting space
Format
Room, schedule, and equipment request
Prompt size
233 chars
Example form structure
Room, schedule, and equipment request
Organizer and contact details
Which meeting room do you need?
Requested date, start time, and end time
Attendance, layout, and equipment
I accept the room-use rules
Suggested routing tags
New requests
Needs review
Confirmed bookings
Ask for both a start time and an end time. A date alone cannot reveal overlapping reservations or the turnaround window needed between groups.
Step 1
Request
space, date, time, and organizer
Step 2
Review
availability, capacity, and requirements
Step 3
Confirm
send the approved schedule and instructions
Step 4
Prepare
route setup, access, and equipment needs
Why use a booking form
Staff need the space, occupied time, group size, access, and setup requirements before reviewing a booking. One form collects them consistently.
Require times, attendance, purpose, and a contact before staff review availability.
Show court questions for gyms and kitchen or seating questions for halls.
Send submissions to one inbox or sheet and tag them by site or room.
Built for bookable spaces
Use the structure for rooms, courts, halls, or multi-site venues, then edit choices and routing.
Collect room, headcount, equipment, seating, and the full occupied window.
Ask for sport, participants, recurrence, equipment, and alternate times.
Capture guests, purpose, vendors, furniture, kitchen use, accessibility, and access.
Reveal options by building and route requests to the correct manager.
Booking workflow
Describe your spaces, edit the questions, and route submissions to facility staff.
Name the spaces, eligible requesters, and details staff need to check availability.
Add your inventory, require schedule fields, and reveal setup questions conditionally.
Share a link or embed, notify the manager, and send responses to a sheet.
Compare time, capacity, and resources, then confirm or offer alternatives.
Form vs email vs calendar
A calendar shows occupied time. A form captures purpose and preparation details before confirmation.
Field guide
Use these six field groups to evaluate availability, suitability, and setup.
Requester
Capture a contact for schedule and setup questions. Ask requester type early when internal and external groups follow different paths.
Facility
Use controlled choices. A building-first selection narrows a long inventory and helps requesters find a suitable space.
Schedule
Ask separately for setup, event, and teardown times. For repeats, collect a recurrence pattern and end date.
Activity
Purpose and attendance help staff compare the request with capacity and permitted uses. Ask only for details that affect preparation.
Setup & access
Use selectable setup options. Conditional questions reveal loading, security, kitchen, or technical details only when relevant.
Policies & follow-up
Place your use, cancellation, and cleanup policies near an acknowledgment. Distinguish a submitted request from a confirmed reservation.
Related tools
Pair facility intake with general booking, access, desk, and group-request forms using live Makeform tools.
Start a general booking request when your inventory extends beyond facilities.
Open toolCollect reservation details for a broad range of scheduled resources and services.
Open toolGather access dates, locations, sponsor details, and entry requirements for approved visitors.
Open toolRoute operational needs and facility support requests to the responsible team.
Open toolCreate a focused request form for reserving desks and shared workstations.
Open toolCollect schedules, group size, organizer contacts, and shared requirements for group visits.
Open toolFAQ
Practical answers for managers replacing inconsistent reservation emails with structured requests.
It collects who needs a room, court, hall, or venue; their preferred space and times; attendance; activity; and setup or access requirements. Staff review it before confirming the reservation.
Include requester contact, facility, purpose, attendance, date, start and end times, and alternatives. Add access, recurrence, equipment, seating, accessibility, kitchen, loading, policies, and notes when relevant.
Yes. Ask for site and space type, then conditionally show the right inventory and questions. Courts can reveal sport fields; halls can reveal seating, kitchen, vendor, and cleanup fields.
Not by default. State that submission is a request. A manager can compare time, capacity, and resources with the schedule, then separately send confirmation or alternatives.
Ask whether it repeats, then collect frequency, weekdays, times, first and final dates, plus alternatives. Staff should review every date in the series before confirming.
Yes. Use checkboxes for furniture, projectors, court equipment, kitchen access, parking, or loading. Add conditional fields for quantities, layouts, vendors, power, internet, and accessibility details.
Yes. Makeform includes unlimited free forms and responses, so you can generate, edit, publish, and collect requests without a form or response cap. The paid tier removes the Makeform badge.
Responses arrive in your Makeform inbox and can route to Google Sheets, Slack, or connected apps through Zapier. Use them as an intake queue before schedule checks and confirmation.
Make every space request easier to review.
