Template · free
Event hospitality master sheet
One sheet that holds a guest's flights, pickup, room and drop together, with a status for each. Twenty-two example rows cover speakers, leadership, delegates, sponsors, crew and guests of honour, including a cancelled row and three that need action.
No sign-up needed.
Who it is for
- Corporate event managers coordinating travel and stay
- Event agencies who run hospitality desks
- Executive offices who look after leadership and guests of honour
How to use it
- Create one row per guest and never split a guest across rows.
- Fill in arrivals first, then rooms, then departures.
- Use the Overall status column in only four values: On track, At risk, Needs action, Closed.
- Sort by status each morning and clear Needs action rows before anything else.
The contents
| Guest ID | Name | Group | Arrival flight or train | Arrival date and time | Terminal or station | Pickup status | Driver and vehicle | Hotel | Room type | Room number | Check-in | Check-out | Departure flight or train | Drop status | Special request | Overall status | Last updated by |
|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|
| H001 | Example Guest 01 | Speakers | Example flight A1 | 12 Nov 08:10 | T2 | Confirmed | Driver 1, sedan | Hotel North | Executive | 1204 | 12 Nov 12:00 | 14 Nov 11:00 | Example flight A9, 14 Nov 15:30 | Planned | Feather-free pillow | On track | Hospitality desk |
| H002 | Example Guest 02 | Speakers | Example flight A2 | 12 Nov 09:45 | T2 | Confirmed | Driver 2, sedan | Hotel North | Executive | 1206 | 12 Nov 12:00 | 14 Nov 11:00 | Example flight A8, 14 Nov 17:10 | Planned | Early check-in | On track | Hospitality desk |
| H003 | Example Guest 03 | Leadership | Example flight B1 | 12 Nov 10:20 | T1 | Confirmed | Driver 3, SUV | Hotel North | Suite | 1801 | 12 Nov 12:00 | 14 Nov 12:00 | Own aircraft | Not needed | Quiet floor | On track | CXO office |
| H004 | Example Guest 04 | Leadership | Example flight B2 | 12 Nov 11:50 | T1 | Pending | To assign | Hotel North | Suite | 1802 | 12 Nov 12:00 | 14 Nov 12:00 | Example flight B8, 14 Nov 18:00 | Planned | Dietary: no shellfish | At risk | CXO office |
| H005 | Example Guest 05 | Delegates | Example train C1 | 12 Nov 06:30 | Central station | Confirmed | Shuttle 1 | Hotel East | Standard | 0412 | 12 Nov 14:00 | 14 Nov 11:00 | Example train C9, 14 Nov 20:15 | Planned | Ground floor | On track | Registration desk |
| H006 | Example Guest 06 | Delegates | Example train C1 | 12 Nov 06:30 | Central station | Confirmed | Shuttle 1 | Hotel East | Standard | 0414 | 12 Nov 14:00 | 14 Nov 11:00 | Example train C9, 14 Nov 20:15 | Planned | None | On track | Registration desk |
| H007 | Example Guest 07 | Delegates | Example flight D1 | 12 Nov 13:00 | T2 | Confirmed | Shuttle 2 | Hotel East | Standard | 0502 | 12 Nov 14:00 | 14 Nov 11:00 | Example flight D9, 14 Nov 16:45 | Planned | Twin beds | On track | Registration desk |
| H008 | Example Guest 08 | Delegates | Example flight D1 | 12 Nov 13:00 | T2 | Confirmed | Shuttle 2 | Hotel East | Standard | 0504 | 12 Nov 14:00 | 14 Nov 11:00 | Example flight D9, 14 Nov 16:45 | Planned | Twin beds | On track | Registration desk |
| H009 | Example Guest 09 | Delegates | Example flight E1 | 12 Nov 15:40 | T1 | Pending | To assign | Hotel East | Standard | To assign | 12 Nov 14:00 | 14 Nov 11:00 | To confirm | To plan | Flight time changed | Needs action | Registration desk |
| H010 | Example Guest 10 | Sponsors | Example flight F1 | 11 Nov 21:15 | T2 | Confirmed | Driver 4, sedan | Hotel North | Executive | 1210 | 11 Nov 22:00 | 14 Nov 10:00 | Example flight F9, 14 Nov 13:20 | Planned | Late check-in | On track | Sponsor desk |
| H011 | Example Guest 11 | Sponsors | Example flight F2 | 12 Nov 07:55 | T2 | Confirmed | Driver 5, sedan | Hotel North | Executive | 1212 | 12 Nov 12:00 | 14 Nov 10:00 | Example flight F8, 14 Nov 14:00 | Planned | None | On track | Sponsor desk |
| H012 | Example Guest 12 | Crew | Example train G1 | 11 Nov 19:00 | Central station | Confirmed | Crew van | Hotel South | Twin share | 0201 | 11 Nov 20:00 | 15 Nov 09:00 | Example train G9, 15 Nov 11:30 | Planned | Early breakfast | On track | Production desk |
| H013 | Example Guest 13 | Crew | Example train G1 | 11 Nov 19:00 | Central station | Confirmed | Crew van | Hotel South | Twin share | 0201 | 11 Nov 20:00 | 15 Nov 09:00 | Example train G9, 15 Nov 11:30 | Planned | Early breakfast | On track | Production desk |
| H014 | Example Guest 14 | Guests of honour | Example flight H1 | 12 Nov 09:10 | T1 | Confirmed | Driver 6, SUV | Hotel North | Suite | 1803 | 12 Nov 10:00 | 13 Nov 12:00 | Example flight H9, 13 Nov 19:20 | Planned | Liaison officer at arrival | On track | Protocol desk |
| H015 | Example Guest 15 | Guests of honour | Example flight H2 | 12 Nov 10:35 | T1 | Pending | To assign | Hotel North | Suite | 1804 | 12 Nov 12:00 | 13 Nov 12:00 | To confirm | To plan | Security brief needed | Needs action | Protocol desk |
| H016 | Example Guest 16 | Delegates | Self-drive | 12 Nov 11:00 | Hotel | Not needed | None | Hotel East | Standard | 0610 | 12 Nov 14:00 | 14 Nov 11:00 | Self-drive | Not needed | Parking pass | On track | Registration desk |
| H017 | Example Guest 17 | Delegates | Example flight J1 | 12 Nov 17:25 | T2 | Confirmed | Shuttle 3 | Hotel East | Standard | 0612 | 12 Nov 18:00 | 14 Nov 11:00 | Example flight J9, 14 Nov 21:00 | Planned | None | On track | Registration desk |
| H018 | Example Guest 18 | Delegates | Example flight J2 | 12 Nov 18:10 | T2 | Confirmed | Shuttle 3 | Hotel East | Standard | 0614 | 12 Nov 18:30 | 14 Nov 11:00 | Example flight J8, 14 Nov 21:00 | Planned | Vegan meals | On track | Registration desk |
| H019 | Example Guest 19 | Delegates | Example flight K1 | 13 Nov 07:30 | T1 | Pending | To assign | Hotel East | Standard | To assign | 13 Nov 10:00 | 14 Nov 11:00 | Example flight K9, 14 Nov 22:10 | Planned | Joins a day late | At risk | Registration desk |
| H020 | Example Guest 20 | Speakers | Example flight A3 | 12 Nov 14:30 | T2 | Confirmed | Driver 7, sedan | Hotel North | Executive | 1214 | 12 Nov 15:00 | 13 Nov 12:00 | Example flight A7, 13 Nov 20:40 | Planned | Projector adapter | On track | Hospitality desk |
| H021 | Example Guest 21 | Speakers | Example flight A4 | 12 Nov 16:05 | T2 | Cancelled | None | Hotel North | Executive | Released | 12 Nov 15:00 | 13 Nov 12:00 | Cancelled | Cancelled | Speaker withdrew | Closed | Hospitality desk |
| H022 | Example Guest 22 | Delegates | Example train L1 | 12 Nov 05:40 | Central station | Confirmed | Shuttle 4 | Hotel East | Standard | 0702 | 12 Nov 07:00 | 14 Nov 11:00 | Example train L9, 14 Nov 18:30 | Planned | Early check-in approved | On track | Registration desk |
Where it has been used
Shaped by the arrangements published to leaders in the GCOO conclave case study.
Questions people ask
Why one row per guest?
A guest is one person with one journey. One row keeps arrival, stay and departure visible together, so a gap shows.
What counts as At risk?
A confirmation that is missing within 24 hours of arrival, or a flight that changed. Move it to Needs action once someone must act.
Who should be able to edit this?
Keep edit rights to the hospitality desk and the one coordinator on call. Everyone else reads a view of it.
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.