# Rooming list template (CSV)

> The rooming list format hotels expect for groups: guest names as in passport, room type, sharing, arrival and departure, flights, dietary and accessibility needs.

URL: https://bravodays.com/en/resources/rooming-list-template-csv
Last updated: 2026-10-21
Publisher: BravoDays (https://bravodays.com)

## In short

- Names exactly as in the passport: hotels and airlines match on them.
- One row per guest, with a "sharing with" column for twin and double rooms.
- Arrival and departure flights in the same sheet make transfer planning easy.
- Collect dietary and accessibility needs here once, then share the relevant columns with each supplier.

## Overview

A rooming list tells the hotel who sleeps where, from which night to which night. It is also the base for transfer planning, name badges and dietary lists. Download the CSV, open it in Excel or Google Sheets, delete the two example rows and add your guests.

### Columns in the template

- **No.** – a running number, useful when you talk to the hotel on the phone.

- **Last name and first name** – exactly as in the passport or ID.

- **Company or department** – helps the hotel group check-in and the welcome desk.

- **Room type** – single, double, twin or suite.

- **Sharing with** – the other guest's name for twin and double rooms.

- **Check-in and check-out dates** – and the number of nights.

- **Arrival and departure flight** – flight number and time, for transfers.

- **Dietary needs and accessibility needs** – shared only with the suppliers who need them.

- **Notes** – VIP, early check-in, late check-out, connecting rooms.

### Good practice

- Send the hotel one master file and version it by date; never send partial lists.

- Agree the deadline for the final list with the hotel; it is usually linked to the room-block release date.

- Treat the list as personal data: share it only with the people who need it and delete copies after the event.

## Related pages

- [Resources](https://bravodays.com/en/resources)
- [Get a quote](https://bravodays.com/en/get-a-quote)