Just had a thought when I was ordering some goodies on the Group Order. I think it would be a good idea if someone from the group who is IT proficient could produce a simple order form to help the ordering process.. This could simplfy the ordering process and might make life a little easier for you as everyone would be using the same format. The form could list all the usual suspects such as 1oz Brits, 2 oz QB'S, Eagles, etc. Anyone wanting to order something not on the list could simply add the item they want to order in a blank spaces at the bottom of the form. You could add whatever you like on the form such as, your disclaimer, a column for name, date etc. This could help to clear any ambiguity that may arise.
I would have a go myself but afraid I'm not too clever with this type of thing. If you think it could be a goer - we could ask for a volunteer(s) from the group to produce a draft form, and then ask the group for suggestions to tweak the draft into something that everybody is happy with.