#7 Essential Forms Every Event Hire Business Needs — All Free and Digital#

Paperwork in an events business doesn't stop. From the first client enquiry to the last piece of kit checked back into stock, there are forms that need to be completed, signed, stored, and retrieved. Most event hire businesses are doing some version of this on paper, in email threads, or not at all — and finding out why it matters when something goes wrong.

GoodEvent Docs has built seven essential forms specifically for event hire businesses. They're pre-built, fully digital, work on any device, and are free to clone and customise. Access all seven below, then read on for what each one does and why it matters.

The 7 Forms — Access Them Here

Form 1: Enquiry Form — View and clone
Form 2: Site Survey — View and clone
Form 3: Equipment Condition Report — View and clone
Form 4: Vehicle Log — View and clone
Form 5: Accident and Near Miss Report — View and clone
Form 6: Staff Onboarding Form — View and clone
Form 7: Risk Assessment — View and clone

The enquiry form sits on your website and captures everything you need from a client before you've spoken to them: event date, site location, what type of rental items they need, their budget, and anything else that helps you build an accurate quote.

Without a structured enquiry form, the first conversation with a new client is often spent extracting basic information that could have been collected automatically. With one, by the time they make contact, you already know the event date, the rough brief, and whether the job is viable — and you can build a quote that actually fits their requirements rather than guessing at them.

In GoodEvent Business, enquiries submitted through this form feed directly into the quoting system. The client's details and event information carry across automatically — no re-entering data, no reading through an email to find the guest count buried in paragraph three.

##View and clone the Enquiry Form##

#Form 2: The Site Survey#

There's nothing worse than arriving at a site without the information you needed. Wrong access point. Ground type that wasn't flagged. Overhead cables nobody mentioned. A site survey prevents all of it.

The GoodEvent Docs site survey captures:

• Ground type
• Access details
• Power availability
• Overhead cables
• Site-specific information that affects the setup

Depending on the job, either your team completes it during a pre-event visit, or the client fills it in themselves from the link you send them.

The result sits in your dashboard, attached to the booking. When the crew leave the depot on the morning of the event, the site survey is accessible from their phone — linked to the load list, available in the WhatsApp group, wherever they need it. The information that prevents a difficult morning is in their hands before they arrive.

##View and clone the Site Survey##

#Form 3: The Equipment Condition Report#

You don't want customers receiving old, broken equipment. Beyond the review risk, there are genuine safety concerns — particularly with electrical items — when the condition of hire stock isn't properly tracked.

An equipment condition report logs the state of items each time they're used.

• Which pieces are showing wear
• Which need cleaning before the next job
• Which are approaching the point of replacement

Over time, this data tells you which items in your stock are working hardest and when maintenance or replacement decisions need to be made.

Without this record, those decisions get made reactively — when something breaks on a job rather than before it goes out. With it, you're managing your stock proactively based on actual usage and condition data.

##View and clone the Equipment Condition Report##

#Form 4: The Vehicle Log#

Far too many events businesses skip this one. Every time a vehicle is used, a log should be completed:

• Fuel level at departure and return
• Any visible signs of damage
• The driver's name

This isn't about blame. It's about accountability and protection — for the business and for the driver.

If damage appears on a vehicle and there's no log, it's impossible to know when it happened or who was responsible. With a log, the record is clear:

• Vehicle left in this condition
• Returned in this condition
• Signed by this person

With fuel costs where they are, tracking usage also has a direct financial return. Knowing which vehicles are burning the most fuel, on which routes, starts to inform decisions about routing efficiency and fleet management that wouldn't otherwise be visible.

##View and clone the Vehicle Log##

#Form 5: The Accident and Near Miss Report#

The industry is improving on safety, and that's worth acknowledging. But improving on safety requires actually recording what happens — not just the accidents, but the near misses.

A near miss is the warning before the incident.

• A pallet that shifted during loading
• A tent pole that slipped during erection
• A vehicle that reversed closer to a person than it should have

None of these resulted in injury, which is why they're easy to ignore. They're also exactly the information that prevents the incident that does cause injury.

An accident and near miss report logged through GoodEvent Docs creates a record that's stored, timestamped, and retrievable. It demonstrates to insurers, to clients, and to any regulatory body that safety is taken seriously — and it builds the culture of reporting that makes events businesses genuinely safer to work in over time.

##View and clone the Accident and Near Miss Report##

#Form 6: The Staff Onboarding Form#

When you take on a new crew member — permanent, casual, or from an agency — there's a set of information you need before they start:

• Name
• Contact details
• Emergency contact
• Relevant certifications or qualifications
• Documents to be kept on file

A digital staff onboarding form collects all of it in one go. The new starter completes it from the link you send them, before their first day.

The submission sits in your GoodEvent Docs dashboard with everything attached and accessible:

• Not in a filing cabinet
• Not in someone's email inbox
• Not on a form that got left in a desk drawer

For businesses using freelancers and agency staff seasonally, this is particularly valuable. The same form, the same process, every time — so you always have the information you'd need if something went wrong, regardless of how long someone has been with you.

##View and clone the Staff Onboarding Form##

#Form 7: The Risk Assessment#

A risk assessment is a legal requirement for most events involving temporary structures, public access, or hired staff. Having one isn't optional — but having one that's actually completed on every relevant job, stored digitally, and retrievable on demand is where most businesses fall short.

The GoodEvent Docs risk assessment template covers the standard categories:

• Hazards identified
• Who is at risk
• Existing controls
• Additional controls required
• Risk rating
• Sign-off

It can be customised for your specific event types and structures.

Completed digitally on a phone, submitted with a timestamp, stored in the dashboard — it's the record that satisfies an insurer, a local authority, or an HSE inquiry without anyone having to search through filing cabinets.

##View and clone the Risk Assessment##

#Over 70 Forms in Total — Clone and Customise#

These seven forms are pre-grouped as a pack in GoodEvent Docs for event hire businesses.

Cloning them takes one click.

From there, you can:

• Remove the fields you don't need
• Adjust the questions to match your business
• Add new fields from a library of over 16 field types

Including:

• Text
• Number
• Phone
• Date and time
• Yes/no
• Multiple choice
• Dropdown
• File upload
• Photo capture
• Signature
• And more

The signature field is worth highlighting. Any form can have a signature box added. The person completing the form signs directly on their phone screen. That signature is attached to the submission permanently — it's there six months later if you need it.

#Every Submission Stored, Searchable, and Accessible#

Every form submission across all seven forms lands in your GoodEvent Docs dashboard.

• Timestamped
• Searchable
• Accessible to anyone with the right permissions

When you need to pull up a site survey from three months ago — because a client is disputing site conditions — you find it in seconds.

When you need to attach the site survey to:

• A load list
• A WhatsApp group message
• An event briefing

—you link it or download it as a PDF and send it.

The practical effect is that information flows where it needs to go, at the point it's needed, without anyone having to remember where they filed something or recreate a record that should already exist.

#What This Actually Changes#

Running event hire on paper forms and email attachments means information lives in:

• Filing cabinets
• Inboxes
• People's memories

When those people are on site, in vans, or at a job — the information isn't accessible.

When disputes arise, the records don't exist.

When new staff join, the onboarding process starts from scratch each time.

Digital forms stored in the cloud, accessible on any device, with the right permissions — this changes the operational reality of running an events business.

• Anyone can access the document they need
• Every submission creates a record
• The business runs more smoothly from the first enquiry to the day of setup

#Getting Started#

All seven forms are free in GoodEvent Docs.

Browse and clone them at goodevent.com/products/docs.

For connecting form submissions directly to bookings and load lists, GoodEvent Business integrates with GoodEvent Docs so site surveys and event information travel with the job.

For outdoor site planning that complements your site survey process, see GoodEvent Maps.
7 Essential Forms Every Event Hire Business Needs — All Free and Digital

Paperwork in an events business doesn't stop.

From the first client enquiry to the last piece of kit checked back into stock, there are forms that need to be completed, signed, stored, and retrieved.

Most event hire businesses are doing some version of this:

On paper
In email threads
Or not at all

—and finding out why it matters when something goes wrong.

GoodEvent Docs has built seven essential forms specifically for event hire businesses.

They're:

Pre-built
Fully digital
Designed for events companies
Free to clone and customise
Accessible on any device

Access all seven below, then read on for what each one does and why it matters.

The 7 Forms — Access Them Here
Form 1: Enquiry Form

View and clone

Form 2: Site Survey

View and clone

Form 3: Equipment Condition Report

View and clone

Form 4: Vehicle Log

View and clone

Form 5: Accident and Near Miss Report

View and clone

Form 6: Staff Onboarding Form

View and clone

Form 7: Risk Assessment

View and clone

Form 1: The Enquiry Form

The enquiry form sits on your website and captures everything you need from a client before you've spoken to them:

Event date
Site location
Rental requirements
Budget
Additional event details

Without a structured enquiry form, the first conversation with a new client is often spent extracting basic information that could have been collected automatically.

With one, by the time the client makes contact, you already know:

The event date
The rough brief
Whether the job is viable

—and you can build a quote that actually fits their requirements instead of guessing.

Integrated With GoodEvent Business

In GoodEvent Business, enquiries submitted through the form feed directly into the quoting system.

The client's details and event information carry across automatically:

No re-entering data
No copying information from emails
No searching for guest counts hidden in paragraph three
View and Clone the Enquiry Form
Form 2: The Site Survey

There's nothing worse than arriving onsite without the information you needed.

Examples include:

Wrong access point
Ground conditions that weren't flagged
Overhead cables nobody mentioned
No accessible power source

A proper site survey prevents all of it.

The GoodEvent Docs site survey captures:

Ground type
Access details
Power availability
Overhead obstructions
Site-specific setup considerations

Depending on the job, either:

Your team completes the survey during a pre-event visit
Or the client fills it out remotely from a link you send them
Accessible Before Setup Begins

The completed survey sits in your dashboard attached to the booking.

When the crew leaves the depot on event morning, the survey is already accessible from their phones — linked to:

Load lists
WhatsApp groups
Event records

The information that prevents a difficult setup day is already in their hands before they arrive.

View and Clone the Site Survey
Form 3: The Equipment Condition Report

You don't want customers receiving damaged or unsafe equipment.

Beyond the review risk, there are genuine safety concerns — particularly with electrical equipment — when the condition of hire stock isn't properly tracked.

An equipment condition report logs the condition of items every time they're used.

It identifies:

Items showing wear
Equipment needing cleaning
Stock approaching replacement
Maintenance requirements
Proactive Stock Management

Over time, this creates valuable operational data.

You start to see:

Which items work hardest
Which products fail most often
When replacement cycles should happen

Without this process, maintenance decisions happen reactively — when something breaks onsite.

With it, stock is managed proactively.

View and Clone the Equipment Condition Report
Form 4: The Vehicle Log

Far too many event businesses skip this one.

Every time a vehicle is used, a log should record:

Driver name
Fuel level at departure
Fuel level at return
Visible damage or issues

This isn't about blame.

It's about accountability and protection — for both the business and the driver.

Clear Records Protect Everyone

If damage appears and there's no vehicle log:

Nobody knows when it happened
Nobody knows who had the vehicle
Nobody knows whether it was already there

With a log, the record is clear.

Vehicle left in this condition.
Vehicle returned in this condition.
Signed by this person.

Fuel Tracking Matters Too

With fuel costs where they are, tracking usage also provides operational insight.

You begin identifying:

Which vehicles consume the most fuel
Which routes are inefficient
Where fleet costs are increasing
View and Clone the Vehicle Log
Form 5: The Accident and Near Miss Report

The events industry is improving on safety — and that's worth recognising.

But improving safety requires actually recording what happens.

Not just accidents.

Near misses too.

Near Misses Are Early Warnings

A near miss is the warning before the incident.

Examples include:

A pallet shifting during loading
A tent pole slipping during erection
A reversing vehicle getting too close to a crew member

Nobody was injured.

Which makes them easy to ignore.

They're also exactly the situations that prevent the future incident that does cause injury.

A Proper Safety Record

An accident and near miss report logged through GoodEvent Docs creates a record that is:

Timestamped
Searchable
Stored permanently
Accessible when required

It demonstrates to:

Insurers
Clients
Regulatory bodies

that safety is being taken seriously.

More importantly, it builds a reporting culture that makes event businesses genuinely safer over time.

View and Clone the Accident and Near Miss Report
Form 6: The Staff Onboarding Form

When bringing on a new crew member — permanent, casual, or agency — there's information you need before they start:

Contact details
Emergency contact
Certifications
Qualifications
Required documents

A digital onboarding form collects everything in one place.

The new starter completes it from a link before their first shift.

Everything Stored Properly

The submission is stored in your GoodEvent Docs dashboard:

Accessible
Organised
Searchable

—not in:

Filing cabinets
Inbox folders
Desk drawers

For businesses using seasonal freelancers and agency staff, consistency matters.

The same process every time ensures you always have the records you'd need if something went wrong.

View and Clone the Staff Onboarding Form
Form 7: The Risk Assessment

A risk assessment is a legal requirement for most events involving:

Temporary structures
Public access
Hired staff

Having one isn't optional.

But having one that's:

Completed consistently
Stored digitally
Retrievable immediately

—is where many businesses fall short.

The GoodEvent Docs Risk Assessment Template

The template covers standard categories including:

Hazards identified
Who is at risk
Existing controls
Additional controls required
Risk ratings
Sign-off

It can also be customised for different event types and operational requirements.

Completed digitally on a phone, submitted with a timestamp, and stored in the dashboard, it becomes the record that satisfies:

Insurers
Local authorities
HSE investigations

without anyone searching through paperwork onsite.

View and Clone the Risk Assessment
Over 70 Forms in Total — Clone and Customise

These seven forms are grouped together as a dedicated event hire business pack inside GoodEvent Docs.

Cloning them takes one click.

From there, you can:

Remove unnecessary fields
Edit questions
Add custom sections
Tailor forms to your operation
Over 16 Field Types Included

Available field types include:

Text
Number
Phone
Date and time
Yes/no
Multiple choice
Dropdowns
File upload
Photo capture
Signature fields
And more
Built-In Digital Signatures

Any form can include a signature box.

Users sign directly on their phone screen, and the signature becomes permanently attached to the submission.

If you need that signature six months later, it's still there.

Every Submission Stored, Searchable, and Accessible

Every form submission lands inside your GoodEvent Docs dashboard.

Each one is:

Timestamped
Searchable
Accessible with permissions
Find Information Instantly

Need to pull up a site survey from three months ago because a client disputes site conditions?

You find it in seconds.

Need to attach the survey to:

A load list
A crew briefing
A WhatsApp group

You simply link it or export it as a PDF.

The practical effect is simple:

Information moves where it needs to go, exactly when it's needed.

What This Actually Changes

Running event hire operations on paper forms and email attachments means information lives in:

Filing cabinets
Inbox folders
People's memories

When staff are onsite, in vans, or setting up events, that information often isn't accessible.

When disputes happen, records can't be found.

When onboarding new staff, the process starts from scratch every time.

Digital Forms Change Operational Reality

Cloud-based forms accessible from any device fundamentally change how an events business operates.

Now:

Anyone can access the document they need
Every submission creates a permanent record
Information stays attached to the job
Teams work from the same data

The business runs more smoothly from:

First enquiry
Through planning
To setup day
And post-event reporting
Getting Started

All seven forms are free inside GoodEvent Docs.

Browse and clone them at:

goodevent.com/products/docs

For connecting form submissions directly to bookings and load lists, see GoodEvent Business.

For outdoor site planning that complements your site survey workflow, see GoodEvent Maps