Rooming list template for company retreats and group hotel stays

A rooming list is the document you send a hotel that says exactly who is staying in each room of your group block, for which nights, in what room and bed type, and who pays. Hotels use it to assign rooms and pre-register guests, and it is usually due a few weeks before arrival. Below is a free rooming list template for company retreats and offsites, a block summary for the hotel, and the checks to run before you send it.

Rooming list template

One row per guest. Guests who share a room each get a row with the same room reference, so the hotel sees everyone in that room together.

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How to use this rooming list template

1. Copy the block summary from your hotel contract: block code, dates, rooms per night, cut-off date and billing.
2. Collect names, dates and room preferences through your retreat registration form, not over chat. One source of truth saves hours.
3. Decide the sharing policy before you ask anyone. Single rooms for everyone is simpler, sharing is cheaper; mixing them needs a clear rule.
4. Fill one row per guest. Give each room a reference so shared rooms are obvious.
5. Reconcile against the block: count rooms per night and compare with the contract. Release or add rooms before the cut-off date.
6. Send the list to the hotel's group coordinator as a spreadsheet and ask for a confirmation list with confirmation numbers back.
7. Keep the list live until check-in. Send changes in writing, and keep the latest version in one place.

Example: a 3-night retreat block in Miami

An illustrative block for a 30-person company retreat at one hotel in Miami, a city Offsiteio has run offsites in several times. Most of the team is in single rooms; two leaders arrive a day early to prepare.

The extension row is the one that usually breaks: decide in advance whether extra nights are at the group rate and on whose card.

Common rooming list mistakes

• Names that don't match IDs. Nicknames on the list create check-in delays and problems with pre-registration.
• Missing the cut-off date. After the cut-off, unassigned rooms can go back to general inventory, and you may still pay for them under attrition.
• Not totalling rooms per night. A list that doesn't match the block by night creates either penalties or homeless attendees.
• Vague billing. If the list doesn't say who pays incidentals, the hotel will ask at the desk, in front of everyone.
• Last-minute swaps by message. Send every change to the group coordinator in writing and update the master list.

Negotiating the block itself? Read how to negotiate group hotel rates before you sign.

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FAQ

What is a rooming list?

A rooming list is the list of guests in a hotel group block, with each guest's arrival and departure dates, room type, bed type, sharing arrangement, billing instruction and special requests. The hotel uses it to assign rooms and pre-register the group.

When is a rooming list due?

The due date, often called the cut-off date, is set in your hotel contract and is commonly a few weeks before arrival. Check your contract, because rooms not named by the cut-off can be released and still count against your block.

What should a hotel rooming list include?

Group name and block code, then one row per guest with full name as on ID, arrival and departure dates, room type, bed type, who they share with, billing instruction, accessibility needs or requests, and optionally a loyalty number.

How do I handle shared rooms on a rooming list?

Give each room a reference and list each sharer on their own row with the same reference and each other's name in the Shares with column. Get both people's agreement before you submit.

What happens if attendees drop out after the rooming list is sent?

Tell the hotel's group coordinator in writing straight away. Depending on your attrition clause, you may be able to release rooms without penalty up to a threshold. Above that, you pay for the unused rooms, so track dropouts weekly.