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Hotel Rooming List Form Template

Streamline Your Group Reservations with Ease

Managing group bookings for events can be a hassle, leaving you overwhelmed with details. This Hotel Rooming List Template helps you organize guest information and room assignments effortlessly, improving communication with your team. Save time by automatically collecting attendee details, track special requests, and reduce errors in bookings, all while ensuring compliance with industry requirements. Explore how this streamlined template can enhance your reservation process.

Use this Template (FREE) Live Preview
Event or group name
Organizer full name
Organizer email
Organizer phone
Hotel or property name
City and country
Check-in date
Check-out date
Total rooms required
Room types needed
Single (1 person, 1 bed)
Double (2 people, 1 bed)
Twin (2 people, 2 beds)
Suite
Accessible room
Connecting rooms
Not sure
Paste your rooming list (one guest per line: Full Name | Check-in | Check-out | Room type | Bed type | Sharing with | Special requests)
Lead guest full name
Lead guest email
Lead guest phone
Special requests for lead guest
Primary arrival method
Flight
Train
Bus
Car
Not decided
Other
Please Specify:
Is airport or station transfer required?
Yes
No
Billing arrangement
Master account (company pays)
Guests pay own charges
Split billing (room on master, incidentals on guest)
Other
Please Specify:
Payment guarantee method
Credit card authorization
Company invoice
Purchase order
On-arrival payment
Other
Please Specify:
Authorized by (type your full name as signature)
Authorization date
I acknowledge hotel policies and cancellation terms
Yes
No
{"name":"Event or group name", "url":"https://www.quiz-maker.com/QPREVIEW","txt":"Event or group name, Organizer full name, Organizer email","img":"https://www.quiz-maker.com/3012/images/ogquiz.png"}
Paper art illustration depicting a hotel rooming list form template for FormCreatorAI article

When to use this form

Use this form for group stays like weddings, sports teams, tours, or conferences. It gathers guest names, dates, room types, roommate preferences, and special needs in one place. This keeps your rooming list accurate and check-in smooth for front desk and sales. For on-site signups or late additions, pair it with the Hotel guest registration form. For self-serve room blocks, let travelers book through the Online booking form while you keep a clear overview. Tour organizers can send the link to team leads and track who still needs a room.

Must Ask Hotel Rooming List Questions

  1. What are the legal names of all guests in each room?

    Exact names that match IDs prevent check-in delays and reduce manual edits. Accurate rosters also help with security, amenity prep, and tax reporting.

  2. What are the check-in and check-out dates for each guest?

    Clear dates protect your inventory and avoid overnights that slip through. Housekeeping can plan turns, and you can hold or release rooms with confidence.

  3. Which room type and occupancy do you need, and who should share?

    Knowing single vs. double and roommate pairing stops mismatches at arrival. You also reserve the right bed types and keep couples, families, or teammates together.

  4. Do any guests have accessibility needs or special requests?

    Collecting mobility, hearing, or allergy needs early lets you assign suitable rooms and amenities. It also documents commitments, which reduces last-minute scrambles and complaints.

  5. What are the arrival details, including flight or train number and ETA?

    Planned arrival times help you schedule staggered check-ins and luggage holds. If your travelers book rail, you can align details with the Train ticket booking form to keep manifests consistent.

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