In a recent Twitter exchange, the topic of hotel booking for Checkout Summit attendees sparked an unexpected debate. The hotel gave me a custom PDF form from the 80s😆 for each attendee to fill out manually, in case they wanted to stay there…
Some pointed out how awkward it would be to rely on outdated PDF forms, especially for an ecommerce developer conference. Others joked that building an online form would only take fifteen minutes with WordPress.
After weighing the feedback and speaking with the venue manager, a simpler, more attendee-friendly solution emerged. Instead of wrestling with editable PDFs, bookings will now happen directly via email — powered by a straightforward online form.
Here’s the full story of how this decision unfolded and why it makes the most sense for both the event organizers and the attendees.
The PDF Problem
When I first received the accommodation form from the venue, my initial reaction was: “Really? A PDF?”
The idea of sending attendees a fillable document to edit and email back felt clunky and outdated. While technically possible to prefill and save, it lacked the smooth experience you’d expect at a modern WooCommerce-focused event.
The Twitter Feedback
That concern wasn’t just mine. On Twitter, the PDF discussion quickly gained traction.
- Some argued that, given the audience, nobody would have trouble filling out and emailing a PDF.
- Others highlighted the irony: an ecommerce developer summit relying on static documents instead of a proper online process.
- A few even suggested that automating the whole workflow — from form submission to generating a populated PDF — could be done with existing tools in just a short time.
The consensus was clear: while PDFs weren’t a dealbreaker, there had to be a better way.
Exploring Alternatives
The natural thought was to leverage the event website. Since it already runs WordPress and has form plugins installed, why not create a simple accommodation form?
That way, attendees wouldn’t need to download or upload files. Instead, the information could be collected directly and sent to the hotel instantly.
But there was still a lingering question: would the hotel even accept this method?
Talking to the Venue Manager
To clear things up, I had a direct chat with the venue manager. The conversation was a relief. As it turns out, they weren’t married to the PDF at all. What they actually needed was basic information:
- Guest name and surname
- Number of guests
- Type of room
- Check-in and check-out dates
Once they had that, the payment could be completed either via a special link or bank transfer. The booking terms remained the same — non-refundable, but fully transferable.
The Final Decision
With that confirmation, it was obvious: no more PDFs.
Instead, attendees will be able to submit their booking request via a simple form on the Checkout Summit website. The details will be passed to the hotel by email, and attendees can finalize their reservation with secure payment afterward.
Why This Works Best
This approach has several advantages:
- No one has to deal with downloading or editing PDF files.
- The hotel still receives all the required information in a structured way.
- Attendees enjoy a more natural, digital experience consistent with the event’s tech-savvy audience.
- If needed, the system can still evolve into something more automated in future editions.
Conclusion
What started as a minor frustration turned into an opportunity to simplify the booking process for everyone.
By ditching the PDF and adopting an email-based form, Checkout Summit attendees will have a smoother path to securing their accommodation — one that matches the spirit of a WooCommerce-first event.
Sometimes the best solutions are not the most complex, but simply the most practical.
