Template · free
Rooming list template
A rooming list sheet with 24 example rows and the columns a hotel and an incentive-trip team both need: guest, companion, room type, nights, bed preference, approvals and special requests. Replace the example rows and send the sheet to the hotel without reformatting.
No sign-up needed.
Who it is for
- Sales and channel leads who allot rooms for incentive trips
- HR leads who manage rooming for recognition travel
- Travel desks who send room lists to hotels
How to use it
- Replace the example guests with your list and keep the column order the hotel expects.
- Fill Approved by for every upgrade or extra night so billing questions have an answer.
- Send a draft to the hotel three weeks ahead and an updated list five days before arrival.
- Use the Notes column for requests, not the guest name column.
The contents
| Room | Guest name | Companion | Room type | Check-in | Check-out | Bed | Approved by | Notes |
|---|---|---|---|---|---|---|---|---|
| 101 | Example Guest 01 | None | Standard | 10 Nov | 13 Nov | King | Trip owner | Early check-in requested |
| 102 | Example Guest 02 | Spouse | Standard | 10 Nov | 13 Nov | King | Trip owner | Anniversary cake |
| 103 | Example Guest 03 | None | Standard | 10 Nov | 13 Nov | Twin | Trip owner | Share with 104 guest |
| 104 | Example Guest 04 | None | Standard | 10 Nov | 13 Nov | Twin | Trip owner | Share with 103 guest |
| 105 | Example Guest 05 | Child 6 years | Family | 10 Nov | 13 Nov | King plus cot | Trip owner | Cot needed |
| 106 | Example Guest 06 | None | Standard | 10 Nov | 13 Nov | King | Trip owner | Ground floor |
| 107 | Example Guest 07 | Spouse | Deluxe | 10 Nov | 14 Nov | King | Regional head | One extra night |
| 108 | Example Guest 08 | None | Standard | 10 Nov | 13 Nov | King | Trip owner | Vegetarian welcome |
| 109 | Example Guest 09 | None | Standard | 10 Nov | 13 Nov | Twin | Trip owner | Share with 110 guest |
| 110 | Example Guest 10 | None | Standard | 10 Nov | 13 Nov | Twin | Trip owner | Share with 109 guest |
| 111 | Example Guest 11 | Spouse | Standard | 11 Nov | 13 Nov | King | Trip owner | Late arrival after midnight |
| 112 | Example Guest 12 | None | Standard | 10 Nov | 13 Nov | King | Trip owner | Quiet floor |
| 113 | Example Guest 13 | None | Standard | 10 Nov | 13 Nov | King | Trip owner | Accessible room |
| 114 | Example Guest 14 | Spouse | Deluxe | 10 Nov | 13 Nov | King | Regional head | Sea view if possible |
| 115 | Example Guest 15 | None | Standard | 10 Nov | 13 Nov | Twin | Trip owner | Share with 116 guest |
| 116 | Example Guest 16 | None | Standard | 10 Nov | 13 Nov | Twin | Trip owner | Share with 115 guest |
| 117 | Example Guest 17 | None | Standard | 10 Nov | 13 Nov | King | Trip owner | Allergy: nuts |
| 118 | Example Guest 18 | Spouse | Standard | 10 Nov | 13 Nov | King | Trip owner | Near lift |
| 119 | Example Guest 19 | None | Standard | 10 Nov | 13 Nov | King | Trip owner | None |
| 120 | Example Guest 20 | None | Suite | 10 Nov | 13 Nov | King | Business head | Upgrade approved |
| 121 | Example Guest 21 | None | Standard | 10 Nov | 13 Nov | King | Trip owner | Early departure |
| 122 | Example Guest 22 | Spouse | Standard | 10 Nov | 13 Nov | King | Trip owner | Connecting rooms with 123 |
| 123 | Example Guest 23 | Two children | Standard | 10 Nov | 13 Nov | Twin | Trip owner | Connecting rooms with 122 |
| 124 | Example Guest 24 | None | Standard | 10 Nov | 13 Nov | King | Trip owner | Pending visa confirmation |
Where it has been used
Built around the room allocation and traveller data collected for an incentive trip, where hotel details were published back to each traveller.
Questions people ask
What should be on a hotel rooming list?
Names exactly as on ID, room type, check-in and check-out dates, and special requests. Hotels also like an arrival time estimate so they can plan early check-ins, which is useful for long-haul travellers.
How do we track changes?
Keep a version date on the sheet and a Changed column. Send the full updated list each time rather than a message about one room, to reduce errors at the front desk.
Who pays for upgrades and extra nights?
Write it in the scheme rules and record the approver in the sheet. Without that, the hotel bill becomes a discussion after the trip, when memories differ.
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.