Airbnb Event Request Form Template – Event & Gathering Request Pack: Rules, Run-of-Show, Vendor Rules, Cleanup Checklist, Word, No Canva

Event and Gathering Request Pack is an editable Word pack that takes a wedding, photo shoot, party or reunion request from first inquiry to signed approval. Six ready-to-edit documents sit in one file, written out in full with sample wording, sample times and sample fees, so you edit a few details instead of starting from a blank page.

No Canva needed. Open the .docx in Microsoft Word, Google Docs (free) or Pages, replace the [bracketed] text and print the pages or send them as PDFs. Letter and A4 versions are both included.

This is a template only, not legal, tax or financial advice. Have a local professional review it before use. Event permits, insurance, alcohol and noise rules differ by city and county, so check with your local authority and your insurer before you approve any event.

What is inside

• Cover, contents with page numbers and a request-to-approval workflow table
• 1. Event Inquiry Form: requester, event type, date and rain date, hours, guest count, vendors, parking, sound, alcohol, insurance and extras, with a signature line
• 2. Event Rules Sheet: rules at a glance plus ten rules with initials: occupancy, noise and hours, parking, alcohol, decorations, open flames, smoking, rentals, trash and safety
• 3. Timeline and Run-of-Show: a sample wedding-day schedule from setup to departure with who and where, plus a day-of contact list and notes box
• 4. Vendor Rules: load-in windows, insurance certificate, power and water, trash, rentals pickup table and a vendor signature block
• 5. Deposit and Cleanup Checklist: deposit terms, typical deductions and a room-by-room before and after tick list with walk-through sign-off
• 6. Approval Letter: a sample conditional approval letter with conditions, a fee table that adds up and a signature block

Files you receive

• Event-Request-Pack-Letter.docx and Event-Request-Pack-A4.docx - editable Word files
• Event-Request-Pack-Letter.pdf and Event-Request-Pack-A4.pdf - print-ready versions
• START-HERE-How-to-Edit.pdf - editing guide for Word, Google Docs and Pages

How it works

1. Download the ZIP right after checkout.
2. Open the Letter or A4 .docx in Word, or upload it to Google Drive and open it with Google Docs.
3. Edit the [bracketed] details and the sample fees, hours and rules to match your property and local law.
4. Send the inquiry form and rules to the requester, then the approval letter once the conditions are clear.

FAQ

Do I need Canva? No. It is a normal Word file that works offline.

Is this a legal contract? No. It is a template for requests, rules and an approval letter. Have a local professional review it for your area.

Can I use it for photo shoots and small parties? Yes. Delete the wedding rows in the run-of-show and change the sample times and fees.

Will it print on A4? Yes. The A4 file is formatted for A4 paper and the Letter file for US Letter paper.

Are the fees real? The amounts are samples in [brackets]. Replace them with your own.

License: personal and single-business use for your own rentals. Please do not resell or redistribute the files. Airbnb, VRBO and Booking.com are trademarks of their respective owners; this product is not affiliated with or endorsed by them.