Restaurant Accessibility Accommodation Request Form

Make Every Dining Experience Accessible and Welcoming

Creating an inclusive dining experience isn't just good hospitality—it's essential for serving all guests with dignity and care. A restaurant accessibility accommodation request form helps your venue gather the information needed to provide personalized service that meets each guest's unique needs.

Whether you operate a fine dining establishment, casual restaurant, hotel dining room, or catering service, this template makes it easy to collect accommodation requests before guests arrive, ensuring your team is prepared to deliver exceptional, accessible service.

Why Restaurants Need an Accessibility Accommodation Request Form

When guests can communicate their accessibility needs in advance, everyone benefits:

• Prepare your team: Staff can be briefed on specific accommodations before service begins
• Ensure proper seating: Reserve tables that accommodate wheelchairs, service animals, or specific positioning needs
• Adapt menu formats: Provide braille, large print, digital, or simplified menu options as needed
• Modify service approaches: Train servers on communication preferences and service modifications
• Demonstrate commitment: Show guests that accessibility is a priority, not an afterthought
• Reduce anxiety: Guests with disabilities can dine with confidence knowing their needs will be met

What This Restaurant Accessibility Form Includes

This template covers the full spectrum of dining accessibility needs:

Guest Information: Name, contact details, reservation date and party size to connect the accommodation request with the booking.

Mobility Accommodations: Wheelchair accessibility requirements, walker or cane needs, accessible parking requests, and preferred entrance information.

Seating Preferences: Booth vs. table preferences, proximity to restrooms, quiet area requests, lighting needs, and space requirements for mobility devices or service animals.

Menu Format Options: Standard print, large print, braille, digital/audio formats, picture menus, simplified descriptions, and allergen information presentation preferences.

Dietary Accommodations: Allergies, sensitivities, texture modifications, specialized preparation requests, and religious or cultural dietary requirements.

Communication Needs: Preferred communication methods, sign language interpreter requests, written communication preferences, and service pace modifications.

Service Modifications: Assistance with menu selection, help with cutting food, flexible payment options, extended seating time, and other personalized service requests.

Additional Support: Service animal accommodation, medical equipment needs, companion or caregiver seating, and any other special requirements.

Industries That Benefit From This Form

This accommodation request form works for any hospitality venue that serves food and beverages:

• Restaurants (fine dining, casual, quick service, cafes)
• Hotels and resorts (restaurants, room service, banquets)
• Catering companies (events, corporate, weddings)
• Conference centers and event venues
• Country clubs and private dining establishments
• Cruise lines and airline lounges
• Theme parks and entertainment venues with dining
• Healthcare facilities (cafeterias, dining rooms)
• Senior living communities and assisted living facilities

How Paperform Enhances Your Accessibility Process

Built with Paperform, this template includes features that make accommodation requests seamless:

Conditional Logic: The form adapts based on responses—if someone indicates mobility needs, additional relevant questions appear. This keeps the form streamlined while gathering comprehensive information.

Brand Customization: Design the form to match your restaurant's visual identity with custom fonts, colors, and imagery that reflect your establishment's atmosphere.

Automatic Notifications: Set up email alerts to notify your host stand, management team, and kitchen staff immediately when an accommodation request is submitted.

Integration with Reservation Systems: Use Stepper (stepper.io) workflows to automatically connect accommodation requests with your reservation platform, update staff calendars, create service briefings, and track accommodation fulfillment.

Mobile-Friendly Design: Guests can easily submit requests from any device, making it convenient to communicate needs when making reservations online or via mobile apps.

Secure Data Handling: With SOC 2 Type II compliance, sensitive health and disability information is protected with enterprise-grade security.

Automation That Improves Service Delivery

Beyond collecting requests, Stepper can automate your entire accommodation workflow:

• Alert the right team members: Automatically notify hosts, servers, kitchen staff, and managers based on accommodation type
• Update reservation notes: Push accommodation details directly into your POS or reservation system
• Create preparation checklists: Generate specific task lists for staff based on requested accommodations
• Send confirmation to guests: Automatically email guests confirming their accommodations will be ready
• Track fulfillment: Log which accommodations were provided and gather feedback for continuous improvement

This automation ensures nothing falls through the cracks during busy service periods.

Building an Accessible, Inclusive Dining Culture

An accommodation request form is more than a practical tool—it's a statement of values. It tells guests with disabilities that your venue is committed to accessibility and prepared to meet diverse needs with professionalism and care.

For restaurant managers, hospitality directors, event coordinators, and venue operators, this form template provides a professional starting point that demonstrates your commitment to inclusive service. It empowers guests to communicate their needs comfortably and gives your team the information required to deliver exceptional, personalized experiences.

Whether you're managing a neighborhood bistro or a luxury hotel restaurant, making accessibility a priority isn't just the right thing to do—it's smart business that expands your guest base and builds loyalty.

Start with this Paperform template, customize it to match your venue's specific offerings and brand voice, then integrate it with your reservation system using Stepper to create a smooth, automated workflow that ensures every guest receives the accommodations they need for an enjoyable dining experience.