Sports facility bookings managed through phone calls, email, or paper-based request forms give facility coordinators an inconsistent record of what is being booked, for how many participants, at what date and time, and with what equipment or service requirements. Alternate date preferences are not captured at the point of request, meaning a separate negotiation is needed whenever the primary slot is unavailable. Without a centralized booking intake process, coordinating facility allocation and ensuring equipment and services are prepared in time requires more back-and-forth than it should.
The Sports Facility Booking template for SharePoint, built with Infowise Ultimate Forms, provides a booking request form that captures the company name, primary contact details, the event name and type, the preferred start and end date and time, an alternate date, the specific facility being requested, the number of participants, equipment or services needed, and any additional requests or comments. Every booking request is stored as a complete, actionable record in SharePoint.
How it works
Company and contact details
The form captures the company name, primary contact person's name, contact email, and optionally their phone number. Capturing a clearly identified contact within the booking record gives the facility team a direct point of contact for confirmation, scheduling changes, or equipment queries without searching through correspondence.
Event identification and scheduling
The form captures the event name, event type, and the preferred start and end date and time. An alternate date column captures a fallback option in case the primary slot is unavailable, enabling the facility coordinator to confirm a booking in a single response rather than initiating a separate scheduling exchange when the first choice cannot be accommodated.
Facility selection and participant count
A facility selection column captures which specific sports facility is being requested. A participant count column captures how many people will be using the facility. Capturing both in structured columns at the point of booking gives the coordinator the information needed to confirm availability and assess whether the requested facility is appropriately sized for the event without a separate capacity check.
Equipment, services, and additional requests
An equipment and services column captures any specific requirements the booking party needs prepared before the event — court markings, scoreboards, timing equipment, changing room access, or any other facility services. An additional requests and comments column captures anything not covered by the structured columns, ensuring the facility team has a complete brief for the event before the booking is confirmed.
What you get
- A sports facility booking form capturing company name, contact person, email, and phone number
- Event name, type, preferred start and end date and time, and alternate date for efficient scheduling coordination
- Facility selection and participant count for availability and capacity assessment
- Equipment and services requirements and additional requests for complete event preparation
- Every booking stored as a complete, actionable record in a standard SharePoint list
- Extendable with automated booking confirmation notifications and pre-event reminders using Ultimate Forms
- Free for all Ultimate Forms customers, installed automatically with a single click
Built on standard SharePoint lists
The Sports Facility Booking system is built entirely on standard SharePoint lists. There is no external data storage and no custom interface. All booking records stay inside your SharePoint environment, governed by your existing permissions and data policies. The system can be extended or adapted at any time in the browser by the administrator who manages the site.
Read detailed installation instruction.
