Room rental form for churches: dates, spaces and setup in a link

A neighbour wants the hall on Saturday. Someone else asks about the kitchen. You answer the same questions by phone every time. I would rather each person send one request with the date, the space and the numbers before we even talk.

Use this when

Members, outside groups and families ask to borrow your rooms.
You need dates, headcounts and setup needs in one place before you decide.

Skip it when

You want payments or a deposit taken online. This form takes requests only.
You need a calendar that blocks double bookings. You compare dates by hand.

What is asked and why

Contact details let you reply. The spaces, date, times and headcount let you check your diary and the size of the room. Setup needs tell your volunteers what to prepare. The member question lets you apply your own rules. The tidy-up box states your expectation before the event, not after.

What a requester's AI would ask

"Which spaces would you like to use?" Then "What date and time?" Then "How many people do you expect?" It shows all answers and sends only after a yes. See agent-fillable forms.

Find more in forms for churches and forms for events. A potluck sign-up helps when the event includes food, and a church visitor card welcomes new faces. For guest lists, try an event registration form.

Questions

How do I avoid double bookings?

The form does not check a calendar. Download the CSV, compare the date and spaces columns with your diary, and reply to each requester yourself.

Can the form take a deposit?

No. It does not handle payments. Agree any fee in your reply, and collect it the way your church already does.

Is the tidy-up box a rental contract?

No. A checkbox records that the person read and agreed to your expectation. It is not an e-signature. For anything with legal weight, use your own agreement.

Or paste the JSON

Give this to your AI. It needs the AI Form API MCP server or an API key. It makes the form and sends you the link.

text

Create this form with the AI Form API create_form tool (or POST https://aiformapi.com/v1/forms with my API key). Then reply with the public_url.

{
  "title": "Request a room",
  "description": "Tell us what you have planned. We will check our diary and reply to confirm or suggest another day.",
  "fields": [
    {
      "id": "requester_name",
      "label": "Your name",
      "type": "short_text",
      "required": true,
      "max_length": 120
    },
    {
      "id": "group_name",
      "label": "Group or organisation",
      "type": "short_text",
      "max_length": 150
    },
    {
      "id": "email",
      "label": "Email",
      "type": "email",
      "required": true
    },
    {
      "id": "phone",
      "label": "Phone",
      "type": "phone",
      "required": true
    },
    {
      "id": "spaces_wanted",
      "label": "Which spaces would you like to use?",
      "type": "multi_choice",
      "required": true,
      "options": [
        "Sanctuary",
        "Fellowship hall",
        "Classroom",
        "Kitchen",
        "Gym or playing field",
        "Outdoor area"
      ]
    },
    {
      "id": "event_type",
      "label": "What kind of event is it?",
      "type": "single_choice",
      "required": true,
      "options": [
        "Birthday or family party",
        "Memorial gathering",
        "Community meeting",
        "Class or lesson",
        "Rehearsal or concert",
        "Something else"
      ]
    },
    {
      "id": "event_date",
      "label": "Event date",
      "type": "date",
      "required": true
    },
    {
      "id": "times_needed",
      "label": "Start and end time, including setup and cleanup",
      "type": "short_text",
      "required": true,
      "max_length": 150
    },
    {
      "id": "expected_guests",
      "label": "How many people do you expect?",
      "type": "number",
      "required": true,
      "min": 1,
      "max": 1000
    },
    {
      "id": "setup_needs",
      "label": "What would you like us to set up?",
      "type": "multi_choice",
      "options": [
        "Tables",
        "Chairs",
        "Projector or screen",
        "Sound system",
        "Kitchen use",
        "Parking help"
      ]
    },
    {
      "id": "church_member",
      "label": "Is the host a member of our church?",
      "type": "single_choice",
      "options": [
        "Yes",
        "No",
        "Not sure"
      ]
    },
    {
      "id": "event_details",
      "label": "Tell us a little about the event",
      "type": "long_text",
      "max_length": 1500
    },
    {
      "id": "tidy_agreed",
      "label": "I agree to leave the space clean and tidy",
      "type": "checkbox",
      "required": true
    }
  ]
}

Or call the API

bash

curl -X POST https://aiformapi.com/v1/forms \
  -H "Authorization: Bearer $AIFORMAPI_KEY" \
  -H "Content-Type: application/json" \
  -d '{"title":"Request a room","description":"Tell us what you have planned. We will check our diary and reply to confirm or suggest another day.","fields":[{"id":"requester_name","label":"Your name","type":"short_text","required":true,"max_length":120},{"id":"group_name","label":"Group or organisation","type":"short_text","max_length":150},{"id":"email","label":"Email","type":"email","required":true},{"id":"phone","label":"Phone","type":"phone","required":true},{"id":"spaces_wanted","label":"Which spaces would you like to use?","type":"multi_choice","required":true,"options":["Sanctuary","Fellowship hall","Classroom","Kitchen","Gym or playing field","Outdoor area"]},{"id":"event_type","label":"What kind of event is it?","type":"single_choice","required":true,"options":["Birthday or family party","Memorial gathering","Community meeting","Class or lesson","Rehearsal or concert","Something else"]},{"id":"event_date","label":"Event date","type":"date","required":true},{"id":"times_needed","label":"Start and end time, including setup and cleanup","type":"short_text","required":true,"max_length":150},{"id":"expected_guests","label":"How many people do you expect?","type":"number","required":true,"min":1,"max":1000},{"id":"setup_needs","label":"What would you like us to set up?","type":"multi_choice","options":["Tables","Chairs","Projector or screen","Sound system","Kitchen use","Parking help"]},{"id":"church_member","label":"Is the host a member of our church?","type":"single_choice","options":["Yes","No","Not sure"]},{"id":"event_details","label":"Tell us a little about the event","type":"long_text","max_length":1500},{"id":"tidy_agreed","label":"I agree to leave the space clean and tidy","type":"checkbox","required":true}]}'

JSON definition

json

{
  "title": "Request a room",
  "description": "Tell us what you have planned. We will check our diary and reply to confirm or suggest another day.",
  "fields": [
    {
      "id": "requester_name",
      "label": "Your name",
      "type": "short_text",
      "required": true,
      "max_length": 120
    },
    {
      "id": "group_name",
      "label": "Group or organisation",
      "type": "short_text",
      "max_length": 150
    },
    {
      "id": "email",
      "label": "Email",
      "type": "email",
      "required": true
    },
    {
      "id": "phone",
      "label": "Phone",
      "type": "phone",
      "required": true
    },
    {
      "id": "spaces_wanted",
      "label": "Which spaces would you like to use?",
      "type": "multi_choice",
      "required": true,
      "options": [
        "Sanctuary",
        "Fellowship hall",
        "Classroom",
        "Kitchen",
        "Gym or playing field",
        "Outdoor area"
      ]
    },
    {
      "id": "event_type",
      "label": "What kind of event is it?",
      "type": "single_choice",
      "required": true,
      "options": [
        "Birthday or family party",
        "Memorial gathering",
        "Community meeting",
        "Class or lesson",
        "Rehearsal or concert",
        "Something else"
      ]
    },
    {
      "id": "event_date",
      "label": "Event date",
      "type": "date",
      "required": true
    },
    {
      "id": "times_needed",
      "label": "Start and end time, including setup and cleanup",
      "type": "short_text",
      "required": true,
      "max_length": 150
    },
    {
      "id": "expected_guests",
      "label": "How many people do you expect?",
      "type": "number",
      "required": true,
      "min": 1,
      "max": 1000
    },
    {
      "id": "setup_needs",
      "label": "What would you like us to set up?",
      "type": "multi_choice",
      "options": [
        "Tables",
        "Chairs",
        "Projector or screen",
        "Sound system",
        "Kitchen use",
        "Parking help"
      ]
    },
    {
      "id": "church_member",
      "label": "Is the host a member of our church?",
      "type": "single_choice",
      "options": [
        "Yes",
        "No",
        "Not sure"
      ]
    },
    {
      "id": "event_details",
      "label": "Tell us a little about the event",
      "type": "long_text",
      "max_length": 1500
    },
    {
      "id": "tidy_agreed",
      "label": "I agree to leave the space clean and tidy",
      "type": "checkbox",
      "required": true
    }
  ]
}

Room rental form for a church hall that gets many requests