Template · free
Guest travel details form template
The travel-details form to send wedding guests, written as 26 fields in plain words with a note on why each is asked. Use it as the collection sheet your family or planner fills from replies, or as the layout for an in-app form.
No sign-up needed.
Who it is for
- Wedding planners who collect travel details from many guests
- Families who want one tidy sheet instead of scattered messages
- Hospitality coordinators who plan pickups and rooms
How to use it
- Send the form eight to ten weeks before the wedding, with a clear deadline.
- Keep optional fields optional; a shorter form gets more replies.
- Copy replies into the master sheet and show each guest their own arrangements back.
- Chase missing details by phone for older guests; a call is faster than reminders.
The contents
| Field | Type | Required | Why we ask |
|---|---|---|---|
| Full name as on ID | Text | Yes | Needed for bookings and hotel check-in |
| Preferred name | Text | No | Used on the welcome board |
| Mobile number | Phone | Yes | Driver and desk contact |
| WhatsApp number if different | Phone | No | For updates |
| Email address | No | Backup for documents | |
| Side of the family | Choice | Yes | Helps allot rooms and events |
| Number in your party | Number | Yes | For rooms and transport |
| Names of those travelling with you | Text | Yes | For rooming and meals |
| Age group of each child | Choice | No | Child-friendly planning |
| City you are travelling from | Text | Yes | Plans arrival times |
| Arrival mode | Choice | Yes | Flight, train, car or self |
| Arrival flight or train number | Text | If flight or train | Used to track delays |
| Arrival date | Date | Yes | Plans rooms and pickup |
| Arrival time | Time | Yes | Plans pickup slots |
| Arrival airport or station | Choice | Yes | Chooses the pickup point |
| Do you need a pickup | Yes or no | Yes | Plans cars and drivers |
| Departure mode | Choice | Yes | Same as above |
| Departure flight or train number | Text | If flight or train | Used to plan drop |
| Departure date | Date | Yes | Check-out and drop |
| Departure time | Time | Yes | Drop schedule |
| Do you need a drop | Yes or no | Yes | Plans cars |
| Rooming preference | Choice | Yes | Single, couple, family or sharing |
| Accessibility needs | Text | No | Ground floor or wheelchair access |
| Dietary preference | Choice | Yes | Planning meals |
| Allergies or medical notes | Text | No | Kept private to the desk |
| Emergency contact name and number | Text | Yes | Only for emergencies |
Where it has been used
Based on how a three-day wedding collected travel and ID details from guests and published flights, hotel and transport back to each person.
Questions people ask
Which fields are essential?
Name, phone number, arrival and departure date and time, mode of travel, and number in the party. Everything else helps but can be collected later if guests are not sure yet.
Do we need ID details?
Only if the hotel or a flight booking needs them. Ask for the minimum, explain why and delete them after the wedding. If the family books tickets, collect names exactly as on the ID.
How do we handle people who change plans?
Allow edits until a freeze date, then require a message to a named person. Keep a change column with date and reason, so transport and room plans stay consistent.
Want this running inside your event app?
Sociana turns lists like this into live screens, requests and reminders for your guests and your desk. A 20-minute walkthrough shows how.