Free Tour Rooming List Template
A rooming list tells the hotel exactly who is staying in each room of your block. Send a clean one and check-in at 3 AM takes minutes instead of an argument at the front desk.
What goes on a rooming list
Per guest
- Full name exactly as on their ID
- Role (artist, crew, driver)
- Room type (king, two queens)
- Who they share with, if anyone
Dates
- Check-in and check-out date
- Number of nights
- Early check-in or late checkout requests
Booking
- Group or block name
- Confirmation number per room
- Billing: master account or individual
- Incidentals policy (who pays room charges)
Notes
- Accessibility needs
- Quiet floor or away from elevators
- Day room bookings
- Driver rooms on overnight drives
Example rooming list
One hotel night for a small touring party. Names are placeholders.
| Name | Role | Room | Shares with | In / Out | Conf # |
|---|---|---|---|---|---|
| Artist A | Artist | King | Single | Mar 3 / Mar 4 | 48213 |
| Tour Manager | TM | King | Single | Mar 3 / Mar 4 | 48214 |
| Player B | Band | Two queens | Player C | Mar 3 / Mar 4 | 48215 |
| FOH Engineer | Crew | Two queens | Monitor Engineer | Mar 3 / Mar 4 | 48216 |
| Driver | Driver | King | Single, day sleep | Mar 3 / Mar 4 | 48217 |
Copy this rooming list template
Paste it into Google Docs, Notes, a spreadsheet, or your group chat and fill in the blanks.
ROOMING LIST Hotel: ____________________ Group name: ____________ Check-in: ________ Check-out: ________ Nights: ____ Billing: master account / individual Incidentals: ______ NAME (as on ID) ROLE ROOM TYPE SHARES WITH CONF # ________________ ______ __________ _____________ ______ ________________ ______ __________ _____________ ______ ________________ ______ __________ _____________ ______ ________________ ______ __________ _____________ ______ ________________ ______ __________ _____________ ______ REQUESTS Early check-in: ____________ Late checkout: ____________ Day rooms: ____ Accessibility: ______________________ Sent to hotel by: ____________ Date sent: ________
Keep rooming lists tied to the right night
In TourPro, each hotel lives on the dates it spans, with guests pulled from your team. Set check-in and check-out per guest, store a confirmation number for each room, and the whole party sees their own hotel on their day sheet. Hotels in TourPro.
Frequently asked questions
What is a rooming list?
A rooming list is the document you send a hotel listing every guest in your room block, their room type, who they share with, and their dates. The hotel uses it to pre-assign rooms and key packets before you arrive.
When should you send a rooming list to the hotel?
Most hotels ask for the rooming list a few days before arrival, and many group contracts set a deadline. Send it early and resend if anything changes, so the front desk has the latest version.
Why use names exactly as they appear on ID?
Hotels check ID at check-in. If the name on the reservation does not match, check-in slows down or the guest may not get a key, which matters most on late arrivals after a show.
More free tour templates
Unsure what a term means? See the tour management glossary.