Hotel Guest Speaker & Author Event Hosting Form

Planning a guest speaker or author event at your hotel requires coordinating dozens of moving parts—from room configurations and AV equipment to book signing tables and reception catering. This Hotel Guest Speaker & Author Event Hosting Form brings all those details into one streamlined submission, making it easier for event organizers, publishers, and authors to communicate their needs while helping your hospitality team deliver flawless experiences.

Perfect for Hotels, Conference Centers & Hospitality Venues

Whether you're a boutique hotel hosting intimate literary evenings, a conference center managing corporate speaker series, or a resort offering author retreat weekends, this form template captures everything your events team needs to know. It's designed for hospitality professionals who want to eliminate back-and-forth emails, reduce setup errors, and create memorable experiences that guests will talk about long after the event ends.

The form walks organizers through essential event details—date, time, expected attendance, and event type—then intelligently captures technical requirements like microphones, projectors, and lighting. Room setup preferences (theater, classroom, U-shape, or reception) ensure your banquet team sets the space correctly the first time. Conditional fields reveal themselves only when needed, keeping the form focused and preventing overwhelm.

Built-in Features for Seamless Event Management

Beyond basic event details, this template includes sections for book signing table requirements, author hospitality needs, reception catering preferences, and promotional support options. You can easily collect attendee registration information, manage RSVPs, and even coordinate pre-event book orders if your hotel offers that service.

The form connects naturally with Stepper workflows, so you can automatically route submissions to the right departments—send AV requirements to your technical team, catering selections to your culinary department, and promotional materials to your marketing coordinator. Build multi-step approval processes that keep stakeholders in the loop without manual forwarding, and trigger follow-up emails at key milestones leading up to the event.

If your events require signed agreements or waivers, integrate Papersign to send professionally formatted contracts directly from the form submission. Collect deposits or full payment through Stripe or PayPal, and use Paperform's calculation fields to automatically total costs based on catering selections, room rental fees, and equipment add-ons.

Why Hospitality Teams Love Paperform

Hotels and event venues choose Paperform because it matches their brand aesthetic. You can customize fonts, colors, and backgrounds to feel like a natural extension of your property's website, not a generic "form." Embed it directly on your events page, share it via email campaigns to corporate planners and literary agents, or use it as a standalone landing page for your speaker series.

With over 500,000 teams worldwide trusting Paperform for mission-critical workflows, SOC 2 Type II compliance, and seamless integrations with tools like Google Calendar, Slack, HubSpot, and Airtable, you get enterprise-grade reliability with SMB-friendly simplicity. Your front desk staff, event coordinators, and catering managers can all access submissions in real time, ensuring nothing falls through the cracks.

Start hosting unforgettable author talks, keynote speakers, and literary events with less stress and more polish. This template gives your hotel the professional edge that turns one-time event organizers into repeat clients.