# Hospitality data-field checklist

Twenty-eight data fields a hospitality desk needs for every guest before a conclave: identity, travel, stay, ground transport, meals and exceptions. Collect them in this order and the room list, pickup sheet and arrival briefing build themselves.

- 27 checks
- About 25 minutes
- Version 1.0

[Download as Markdown checklist](https://sociana.in/templates/hospitality-data-field-checklist.md)[Read it online](#contents)

No sign-up needed.

## Who it is for

- Corporate event managers running a residential conclave
- Agencies who own the guest-handling desk for a client
- Hospitality leads building the import sheet for an app

## How to use it

1. Read down the list and tick the fields you will collect; every unticked field is a question you will ask by phone later.
2. Decide which fields guests fill themselves and which your desk fills for senior guests.
3. Build one sheet with a column per ticked field and a status column for verified or chased.
4. Freeze the list five days before arrival and treat later changes as exceptions with a named approver.

## The contents

### Identity

- Full name exactly as on the travel ID
- Preferred name for the badge and the driver board
- Mobile number reachable on arrival day
- Alternate contact: assistant or travelling companion
- Designation and organisation for protocol and seating

### Travel in

- Arrival mode: flight, train, road or self-arranged
- Flight or train number and date
- Arrival airport or station and terminal
- Scheduled arrival time and any known delay
- Origin city for time-zone and weather notes

### Stay

- Hotel and room category allotted
- Check-in and check-out dates
- Sharing preference or companion name
- Early check-in or late check-out approved by
- Accessibility needs for the room

### Ground transport

- Pickup point and meeting spot at arrival
- Vehicle type and driver contact assigned
- Group transfer slot or individual car
- Drop schedule for departure day

### Meals and care

- Dietary preference and allergies
- Alcohol and beverage preferences if the hosts want them recorded
- Medical or mobility note the desk must know
- Emergency contact name and number

### Travel out

- Departure mode, number, date and time
- Departure airport or station and the pickup time from hotel
- Onward travel booked by the host or by the guest
- Confirmation that the guest has seen their published itinerary

## Where it has been used

The list reflects fields repeatedly needed on a three-day executive conclave where flights, rooms and pickups were shown back to each guest in the app.

[All templates and checklists](https://sociana.in/templates/)

## Questions people ask

Which fields cause the most chasing?

Departure details and arrival terminal. People book flights late and forget to send changes, so collect them early, show them back to the guest, and ask for a confirmation tap rather than a fresh form.

Do I need ID details for every guest?

Only where the hotel or venue requires it. Collect the minimum, say why, and delete it after the event. Ask for the document type and number once, not scans, unless the property insists.

Who should own the final sheet?

One named person on the hospitality desk. Everyone else suggests changes; one owner applies them, so the pickup list, room list and guest view never disagree.

## Want this running inside your event app?

Sociana turns lists like this into live screens, requests and reminders for your guests and your desk. A 20-minute walkthrough shows how.

[Book a demo](https://sociana.in/contact/)[Talk on WhatsApp (opens WhatsApp in a new tab)](https://wa.me/919145897433?text=Hi%20Sociana%2C%20I'm%20looking%20at%20Hospitality%20data-field%20checklist%20%28%2Ftemplates%2Fhospitality-data-field-checklist%2F%29%20and%20would%20like%20to%20know%20more. "WhatsApp · replies Mon–Sat, 10:00–19:00 IST")

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Canonical: https://sociana.in/templates/hospitality-data-field-checklist/
Publisher: Sociana by Alien Brains Private Limited (https://sociana.in/)