Building Booking and Hire Sheet
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.
FC-02 2 pages
Faith and community groups · FC-09
Community Centre Room Diary
A free printable community centre booking sheet — every session across every room with times, the group, a contact number, whether it is paid and who has the keys.
Download Free · no sign-up
One page. 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
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.
Who it is for
Community centre and village hall administrators, caretakers, church hall keepers and volunteer booking secretaries.
How to use it
- Write in the building and the week or month at the top of each sheet.
- Enter bookings in date and time order as they are taken, in pencil until confirmed.
- Put the room in its own column so two bookings at one time are obvious.
- Tick the paid column only when the money is actually in.
- Note who is unlocking and locking, and any room layout the group has asked for.
What is on the sheet
One page, top to bottom:
Printed under the title: The diary that lives by the office phone: every room, every session, who has it, whether they have paid and who is unlocking the door.
Write it in while you are on the phone. Write the booking in as soon as it is taken, in pencil until it is confirmed. The paid and keys columns are the two that stop an argument later; what you charge and what you require of a hirer are set by your own group.
Write-on lines: Centre / building · Week or month beginning · Kept by
Bookings — one line per session, in date and time order
Table, 13 rows: Date · Day · From · To · Room · Booked by / group · Contact · Paid · Keys · Notes
Questions
How is this different from the booking sheet?
The booking sheet holds everything about one hire — contact details, charges, keys, the after-hire check. This is the overview: every room, every session, on one page, so you can see at a glance what is free.
Should regular weekly groups be written in every week?
Yes, if you want the diary to be reliable. A regular booking that lives only in somebody's memory is the commonest cause of a double booking, and it takes one line a week to prevent.
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