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CampHQ

Event booking and registration

Keep every booking moving, from first form to final submission.

Configure the journey your event needs, share the right work with leaders and parents, and see what still needs attention before a booking is ready.

Contact us See the workflow
CampHQ multi-page event registration form builder
Forms shaped around your event
Multi-page form builder
Leader and parent delegation
Readiness checks
Finance administration

The booking workspace

See the work that replaces scattered forms

Each view is designed for a specific part of the registration journey.

Form builder

Build the form around the event

Create pages, sections, fields and event modules with conditional, audience and age-aware visibility.

CampHQ registration form builder structure and preview

Booking progress

See what is ready and what is missing

Group leaders can review participants, delegated forms and readiness without opening every record.

CampHQ participant booking progress dashboard

Delegated details

Give parents and adults a focused form

Signed invitations limit access to the relevant participant and keep the completion journey clear.

CampHQ delegated participant details form

Finance admin

Keep charges and payment records connected

Where configured, organisers can manage invoices, schedules, manual payment records, receipts, refunds and credit notes.

CampHQ finance administration overview

A shared booking journey

Clear ownership at every stage

  1. 01

    Configure

    Publish the right form, policies, capacities, deadlines and optional event modules.

  2. 02

    Share the work

    Leaders manage the roster while parents or adult participants complete delegated details.

  3. 03

    Review and submit

    Readiness checks highlight missing information before the booking is submitted for review.

More than a single form

Registration that follows the shape of your event

Use the parts you need while keeping sensitive and administrative work appropriately separated.

Flexible forms

Pages, sections and fields that make sense to participants

Build group-booking, participant, parent-delegated, staff and add-on journeys. Publish versioned forms with information blocks, declarations and private uploads where required.

  • Text, selection, date, file and consent fields
  • Conditional, section and age-aware visibility
  • Medical questionnaires and configurable event modules

Shared responsibility

Let the right person complete the right details

Primary leaders can invite additional leaders with scoped permissions. Parents and adult participants receive a focused invitation for the person they are responsible for.

  • Scoped additional-leader access
  • One-use claim and recovery links
  • Amendment deadlines with controlled reopen windows

Roster and readiness

Know what needs attention before submission

Manage participants individually or with CSV import and export, organise teams, and use readiness checks for required forms, declarations and configured capacity rules.

  • Participant add, update, withdraw and cancel flows
  • CSV preview before import
  • Overall, section, age and staff capacity checks where configured

Connected administration

Keep optional event modules attached to the booking

Catering, add-ons, branded event emails and finance records can be connected to the same booking journey when those modules are configured.

  • Meal selections and dietary responses
  • Stock-aware event add-ons
  • Invoices, schedules, recorded payments, receipts and adjustments

Practical event administration

Details that remain useful after the form is submitted

Configured event emails

Use branded templates for invitations, confirmations, reminders, invoices and event announcements.

Teams and permissions

Organise participants and keep additional leader access limited to agreed responsibilities.

Medical and dietary workflows

Collect sensitive information through dedicated, permission-aware journeys.

Learn more

Exports and reporting

Create operational or authorised sensitive exports with appropriate access controls.

Sensitive information

Privacy is part of the booking design

Medical, dietary, emergency-contact and safeguarding information needs more than a secure form. CampHQ separates responsibilities, limits access and applies defined retention rules.

  • Encrypted sensitive values
  • Permission checks and audited access
  • High-risk event fields removed on a configured schedule
Read the Privacy Notice

Start a conversation

Talk through your event booking journey

Tell us how your current forms, rosters and deadlines work. We will show you where CampHQ can simplify them.

Contact us