Trip rooming list
Travelers send passport names, flights and a roommate pick, so rooms and transfers are right.
What's inside
Travelers give the name on their passport, birth date, both flights, a rooming choice and an emergency contact. Choosing someone specific asks for the roommate's name.
- 1Full name as on your passport
- 2Date of birth
- 3Arrival flight and landing time
- 4Departure flight and time
- 5Who would you like to room with?Someone specificAnyone in the groupA single room (extra cost)
- 6Their nameOnly if “Who would you like to room with?” is Someone specific
- 7Anything you don't eat?
- 8Emergency contact, name and phone
Collecting travel details for a group
Send the link once flights are booked and set a deadline four to six weeks before the trip. Hotels and transfer companies want final lists about three weeks out.
Sort replies by landing time to plan transfers. Travelers landing within an hour of each other can share one van.
Pair the someone specific answers first, when both people named each other. Then fill rooms with the anyone answers, and price the single rooms separately.
Need drivers at the airport? The airport pickup request collects seats and bags per flight.
Rooming list questions
Why the name as on the passport?
Airlines, hotels and tour operators match bookings to the passport name. A nickname on the list can mean a denied boarding or a missing room. Ask for the full name, middle names included, exactly as printed. Travelers with two surnames or a recent name change should copy the passport, not their everyday name, and check it against their ticket.
Does the form ask for passport numbers?
No, and it shouldn't. Name and birth date are enough for rooms and transfers. If an airline or border needs more, travelers give it to them directly. The thank-you message promises you'll never ask for it, which makes people quicker to reply. Share with each hotel or driver only the columns they need from your responses.
Can I use it for a school or church trip?
Yes. For minors, change the emergency contact to a parent and add a question for allergies or medication only if your trip leader needs it. Ask a parent to fill in the form rather than the student. Rooming works by name, so leaders check every requested pair before the list goes to the hotel.
- Group trip plannerFriends vote on the place, dates and budget before anyone books.
- Airport pickup requestArriving guests send flight details, and the driver schedule builds itself.
- Ski trip sign-upSkiers claim a bed and say what to rent, and sign-ups stop at 16.
- Camping trip sign-upCampers say what gear they bring and which meal they cook, so nothing is forgotten twice.
- Wellness retreat registrationGuests choose a room and workshops, and rooms stop at what the house has.
- Hotel pre-arrival formGuests share arrival time and the occasion, so the room is ready and the cake is waiting.
- Festival crew sign-upFriends say which days they want and how they'll stay, before tickets drop.
- Group cruise sign-upFamilies choose a cabin type and list everyone sailing with them.
- Cabin weekend RSVPFriends claim a bed and a cooking night in the same reply.
- Vacation rental inquiryGuests ask for dates with the details you need to say yes.
- Day tour bookingTravelers book a tour time, and each tour stops at the bookings you can take.
- See all
