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
Hotels and guest accommodation · HG-03
Function Room Booking Sheet
A free printable function room booking form — organiser, numbers, timings, layout, equipment, catering, bar and the money agreed, one sheet per event.
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
Set the room the way it was agreed on the day it was booked, with nothing left to a phone call on the morning of the event.
Who it is for
Hotels, pubs and guest houses that let a room for meetings, parties, wakes and wedding breakfasts.
How to use it
- Take the organiser's details and the date, then work down through timings and layout.
- Tick the equipment the organiser has asked for and write the layout in words.
- Record the menu or package, the bar arrangement and any bedrooms booked alongside.
- Write the prices agreed from your own tariff, the deposit taken and the balance due date.
- Log every change agreed after booking in the notes, with the date and who agreed it.
What is on the sheet
One page, top to bottom:
Printed under the title: One function, one sheet — the organiser, the numbers, the layout, the catering and the money, so the room is set the way it was agreed and nobody has to ring the organiser on the morning.
Write-on lines: Function room · Date of function · Booking ref · Taken by · Organiser / company · Contact number · Email · Type of event · Guest numbers · Access from · Start · Finish · Room clear by
Room set-up — as agreed with the organiser
Write-on lines: Layout · Tables & chairs needed · Top table / stage · Linen colour
- Projector, screen or display
- Sound system and microphones
- Flipchart or whiteboard
- Lectern
- Dance floor
- Cloakroom
- Signage and easel
- Wi-Fi details
Catering and bar
Write-on lines: Menu or package chosen · Service style · Serve at · Dietary needs (count) · Bar arrangement · Bar open / close · Cake or celebration · Bedrooms booked
Money — figures are from your own tariff and terms
Write-on lines: Room hire agreed · Per-head price agreed · Deposit taken · Deposit date · Balance due by · Confirmed in writing on · Confirmed by · Final numbers by · Final numbers
Ruled lines: Notes — changes agreed after booking, with date and who agreed them
Questions
Why are there no prices or packages printed?
Because they are yours. The money section has blanks for room hire, per-head price and deposit so you write in what was agreed with this organiser from your own tariff and terms.
Is this the same as the run sheet for the day?
No. This is the booking — what was agreed and paid. The order of the day itself belongs on an event run sheet, which is written from this once the details are confirmed.
Related sheets
Event Run Sheet
Get the day out of one person's head and onto a page everybody can read, so the event does not stall when the organiser is dealing with something else.
CB-11 1 page
Catering Event Order Sheet
Hold everything agreed for one event on one document, so the kitchen, the staff and the invoice are all working from the same page.
KC-10 2 pages
Deposit and Payment Receipt
Give a receipt for money taken and keep an identical copy, with the balance still owed written on both halves.
IM-03 1 page
