Booking form and email examples

This is an example of the booking form. 

The information at the top will always list the event title, date & time and venue with a link to a map. A free text area follows and the acceptable payment types are automatically listed.

Generally information about the guests is collected first and can include other fields such as which District or office held e.g. Past District Governor. Any special needs or other free text can be entered too.

Each priced item is then listed in sections such as Friday/Saturday or Lunchtime/Evening as required. Selecting the checkbox adds the cost and totals it. Any options may then be chosen e.g. Starters, Mains etc.

Other priced items may be included such as wines or pin badges.


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Back office functions

Super Posh Nosh Dinner Dance

Saturday 11th December 2021


Posh Hotel, Farnborough GU14 0NH 
Tel:01252 517611

Posh do in the company of lots of big wigs including dancing to the Elastic Band. 

Dress code: Black tie.

Payment in advance only

You may pay by credit card, PayPal, on-line banking or cheque.

Please complete this form by typing in the boxes below and ticking the required options.

About you and your partner/guest You Partner/Guest
Forename *  
Surname *  
Email address *  
Telephone number *  
Club name  
Special needs e.g. mobility  
Dinner dance £25.00 0.00
Sumptuous three course dinner with entertainment by the Elastic Band. Please choose from the following menu:
Starter You Partner/Guest
Cream of Roasted Plum Tomato & Basil Soup Balsamic reduction  
Ham Hock Terrine Rocket Salad, homemade red onion chutney & warm toast  
Tomato and Mozzarella Plum tomato and pesto dressing  
Main Course
Pan Roasted Sea Bream Fillet Olive crushed new potatoes, seasonal vegetables  
Braised Beef in Red Wine Mash and spinach  
Vegetable Calzone Buttered new potatoes, seasonal vegetables, warm herb dressing
Key Lime Pie Dark chocolate sauce, raspberry sorbet  
White Chocolate Cheesecake Berry Coulis  
Diabetic Special request as below  
House white - Vinuva Trebbiano Rubicone, Italy £16.50 0.00
House red - Sangiovese Rosso di Toscano, Piccini, Italy £16.50 0.00
Other wines/drinks for the table may be purchased at the hotel bar
Total cost 0.00
Deposit 0.00
Booking reference:  Amount due 0.00
Please check the form carefully before clicking these buttons because your order will be saved without further confirmation

How would you like to pay?

Click here to pay by credit card or PayPal account

Click here to pay by BACS or on-line banking (preferred) 

Click here to pay by cheque

Print a blank form without saving (for club secretary use - see below) 

Club Secretary: If any member doesn't have a computer, please use the "Print only" option for the member to complete by hand.

Please don't post the completed form but copy the details to the on-line form on the member's behalf.
You will need to select the "Cheque" option and use your email address for correspondence.

The booking process: When you complete the form and click on a payment button, you will be able to print a copy of the completed form for your records and you will also be sent an email confirming your booking details. If you choose to pay by bank transfer, the email will include our bank details. If you choose to pay by cheque, the email will include the address to send the cheque to. It is not wise to make these details publicly available on the website. 
Why on-line booking? Your order details are saved on our website in a secure area. Using those details, we can print name badges and tickets (where appropriate) and also create table plans and lists of food orders for the caterers. There won't be errors in your name nor your food order, because you have entered and checked the data. We save a great deal of time and (sometimes) frustration trying to copy details from a hand-written form. We can use your email address to keep you informed of anything relevant to Super Posh Nosh Dinner Dance. Please do not send hand-written forms.

On choosing a payment method

  1. If PayPal or credit card is selected, the guest is taken to the payment processor's secure website to enter card details
  2. The form refreshes with a confirmation message that it has been received and the guest is given the option of printing it for his/her records
  3. The email below is sent to the guest 
  4. A similar email is sent to the event administrator(s) and optionally the treasurer

Email sent to guest


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Back office functions