Room and Venue Booking Log

Who this is for

The hire book for a hall, a room or a pitch. Each booking takes the room, who has it, when it starts and finishes, and the hours and charge are worked out at whatever rate you set, with a tick for the deposit and a tick when the money is in.

Village and community halls, churches, sports clubs, scout huts, studios, serviced offices and anyone letting a space out by the hour and chasing the payment afterwards.

What this helps you track

• Who has which room, on what date, between what times
• Hours per booking, worked out from the start and finish times
• The charge at your own hourly rate, booking by booking
• Deposits taken and payments received, ticked off as they arrive
• What the room earned over the period, and how many hours it was in use

How to use it

1. Write the venue and your own hourly hire rate at the top — the rate is yours to set and nothing here suggests one.
2. Add a row when a booking is made, not when it happens, so the sheet doubles as the diary.
3. Write the times as decimals: 13.5 for half past one, 19.25 for a quarter past seven.
4. Tick the deposit column when a deposit is taken and the paid column when the balance clears.
5. Hours and charge fill in on screen and in the workbook; on paper, subtract the times and multiply by your rate.
6. Use the notes for keys handed over, equipment lent and the condition the room was left in.

Formats

• Printable PDF (A4 and US Letter)
• Fillable PDF with form fields
• Fill in online, saved in your browser
• Excel / Google Sheets workbook

The printable is laid out inside a box that fits both A4 and US Letter, so the two files are identical and neither one is scaled. The fillable PDF has real form fields. The workbook uses plain formulas only — SUM, IF, COUNTIF and the like — so it opens in Excel, LibreOffice and Google Sheets without anything breaking, and every calculated cell is grey so you can see which figures it worked out.

How to print

Download the A4 or US Letter file to match the paper in your printer, open it in a PDF reader and print at 100% — not "fit to page", which shrinks the writing space. Both files leave a 14 mm margin, which clears the unprintable edge on home printers. To print the online version with your entries in it, use the Print this sheet button, which prints only the sheet and none of the page around it. More on printing.

Questions

What should I charge per hour?

That is yours to decide and it differs by room, day and hirer, so no rate is printed here. Put your figure in the rate box and every line is costed against it. Use separate sheets if you run more than one rate.

Why decimal times rather than the clock?

Because a spreadsheet subtracts 13.5 from 17.0 and gets 3.5, which is the answer you want. Clock times have to be converted somewhere, and doing it as you write is less error-prone than doing it at the end of the month.

How is this different from the room and facility booking sheet?

That sheet is a day or week grid to see what is free. This is the running book of bookings taken, hours used and money owed, which is the record a treasurer needs at the end of the quarter.

Can I log free and charged bookings on the same sheet?

Yes. Leave the charge to work out at your rate and write nil or the word free in the notes for a booking you are not charging for. The hours still count towards how busy the room was.