What’s in the template
The template is a rooming list you can send to the hotel as it is, plus two sheets that help you check it. Each row is a room, not a guest: guests who share a room go on the same row. Hotels count a block in rooms, so keeping the list the same way lets one formula give you nights and rooms.
- Rooming list
- A header for event, hotel, version and date sent, and 150 room rows underneath. Room type and billing come from a dropdown; nights are calculated from the dates.
- Room nights
- Enter the first night and it shows, for 21 nights, how many rooms of each type are taken and the difference against your contracted block. A negative difference is highlighted: block you have not filled yet.
- How to use
- Short notes on room types, cut-off, versions and personal data.
- Example
- Three filled rooms: a single, a twin and a double. Don’t send it to the hotel.
What each column means
| Column | What goes in it |
|---|---|
| Guest 1–3 | Last name, first name, exactly as on the ID or passport. The front desk searches by it. |
| Room type | Single, Double, Twin, Triple or Suite. A double is not a twin. |
| Check-in / Check-out | Arrival and departure dates at the hotel. The departure day is not a night. |
| Nights | Calculated for you; don’t type over it. |
| Arrival | Flight and landing time, or “own transport”. It tells the hotel who may ask for early check-in. |
| Billing | Master account (everything to the organiser), guest pays, or room to master and incidentals to the guest. |
| Special requests | Cot, accessible room, high floor, connecting rooms and so on. |
| Hotel confirmation no. | The hotel fills it in and sends it back; use it for every later change. |
How to use it
- Make one copy per hotel. Put the hotel and version in the file name:
Hotel-A_rooming_v1.xlsx. - Fill in the header. Event, hotel, who is sending it and when, so the hotel knows whom to ask.
- Add the rooms. For shared rooms, put the second guest on the same row. If your guest list lives in another file, paste the names across.
- Check the room nights. Enter your contracted block per night and you see which nights you are over or under before the hotel does.
- Send it and bump the version. Go v2, v3 with every change, and list the changed rows in your email.
For what a rooming list is, how it differs from a booking link and when hotels need it, see what is a rooming list.
Before you send it
- Do names match the ID spelling? Accented characters can break in hotel systems.
- Are doubles and twins right? A couple landing in a twin room is a classic complaint.
- Are the check-out dates right? A nights value one off means a date is wrong.
- Does any night exceed the block on the room nights sheet? Ask the hotel for extra rooms first.
- Does this file contain only this hotel’s guests?
- Are the version number and date sent current?