Community Centre Room Diary
Keep one visible diary by the phone, so a double booking is spotted while the caller is still on the line rather than on the morning itself.
FC-09 1 page
Faith and community groups · FC-02
Building Booking and Hire Sheet
A free printable church hall booking form — hirer and contact details, rooms, times, agreed charges, key handover and the after-hire check, one booking per sheet.
Download Free · no sign-up
2 pages. Choose your paper size — both versions are laid out identically, so neither one gets shrunk to fit.
Print it and write on it
Fill it in type and save
The fillable versions have real form fields — open them in any PDF reader, type into them and save. Printing help.
What this sheet is for
Hold everything about one hire in a single place, so the person who took the booking is not the only person who knows what was agreed.
Who it is for
Hall keepers, parish administrators, church wardens and anyone who takes bookings for a hall, chapel room or community building.
How to use it
- Fill in the hirer's details and contact number while they are still on the phone.
- Write in the access time as well as the event time — set-up is what gets forgotten.
- Enter your own group's charges and deposit in the charges table and note when each is paid.
- Record keys out and keys back, with who took them.
- Walk the building after the hire, work through the check and note any damage.
What is on the sheet
2 pages, in this order:
Page 1
Printed under the title: One booking, start to finish: who has hired the building, what for, which rooms, what they were told, what they paid and what the keys and the room looked like afterwards.
Your terms, written in by you. What a hirer is charged, what deposit is taken, what cover they are asked to hold and what the building may be used for are your group's own decisions and the rules where you are. This sheet leaves each of those blank for you to fill in and records that it was agreed.
Write-on lines: Hirer / organisation · Booking reference · Taken by · Contact name · Telephone · Email
The booking
Write-on lines: Date(s) of hire · Access from · Event starts · Event ends · Out by · Rooms or spaces booked · Expected numbers · Purpose of hire
Charges and deposit — your group's own figures — write them in
Table, 7 rows: Item · Agreed amount · Due by · Paid on · Method · Receipt no.
Page 2
Handover
Table, 4 rows: Item · Out on · Given to · Back on · Returned by · Checked
After the hire
- Rooms left as found and furniture put back
- Kitchen and washrooms checked
- Rubbish removed or bins put out
- Heating, lights and equipment turned off
- Doors, windows and alarm secured
- Any damage or breakage noted below and reported
- Tables, chairs and equipment back in their store
- Fire exits clear and nothing left blocking a corridor
Ruled lines: Notes — damage, complaints, anything to tell the next hirer
Signature strip: Hirer's signature · Print name · Date
Questions
Why are there no hire charges printed on it?
Because they are yours to set, and they differ by room, by hour and by who is hiring. The sheet gives you a line for each item so the figure written down is the one you actually agreed with that hirer on that day.
Does this replace a hire agreement?
No. It is the working record of one booking. Whatever terms, conditions and cover your group requires of a hirer are a separate document and are set by you and by the rules where you are.
Related sheets
Coffee Morning and Event Plan
Fill the jobs before the day rather than on it, and finish with a record of what worked that the next person to run it can read.
FC-06 2 pages
Room and Facility Booking Sheet
Keep every booking for a shared space in one visible place, which is the only reliable cure for double bookings.
OC-09 1 page
Key Control Register
Know at a glance which keys are out and with whom, and be able to say honestly how many copies of any of them exist.
AS-02 1 page
Also in the resources library
The same subject, with a version you can fill in on screen.
Hall Hire Invoice and Payment Log
Every hire in the period, with the hirer and what the hall was used for.
CC-687 Log PDF Excel Online
