Group Rooming List Template

How to use the free Group Rooming List Template

1. Fill in your details in the fields above – hotel name, dates and the other details you need.
2. Tap the button to create the document instantly. Edit any field and generate again.
3. Copy, print or save the result and use it in your daily or monthly review.

This Group Rooming List Template runs fully in your browser on mobile or desktop – no sign-up and nothing is uploaded. Free group rooming list template. Add group dates and room types to print a rooming list with guest names, ID, arrival, departure and notes columns.

What a rooming list does

For weddings, corporate offsites, tour groups and sports teams, the rooming list tells the hotel who sleeps in which room. It turns a block of "15 rooms" into named guests, sharing arrangements and individual dates. A complete list sent before arrival lets the front desk pre-assign rooms, prepare registration cards and keys, and check everyone in quickly instead of making forty tired guests queue in the lobby.

How to create your list

1. Enter the group name, the company or travel agent and the hotel.
2. Set the group's arrival and departure dates. They are pre-filled in every row, so you only edit rows where someone arrives late or leaves early.
3. Choose guests per room and enter each room type with the number of rooms.
4. Pick extra columns such as mobile, meal plan or dietary needs.
5. Print it or download the Word file, fill in the names, and send it to the hotel.

Tips for group organisers

• Send the list at least a week before arrival, and send updates as a new version with the date, not as scattered messages.
• Write names exactly as on the ID that each guest will show at check-in.
• Mark VIPs, elderly guests, accessible-room needs and connecting-room requests in the notes column.
• Agree who pays for what, such as room only or room plus meals, and write it in the billing instructions.

Tips for hotels

• Confirm the room block and release date in your group contract, then compare the rooming list with the block. Rooms not named by the release date usually go back to general sale.
• Pre-assign rooms by type and keep groups on the same floor where possible.
• Prepare registration cards in advance using the guest registration card format.
• Price group stays, meals and events together with the group and wedding quote calculator.

Frequently asked questions