Rooming list: what it is, what it is for, how to manage it

Organising a corporate event, especially a large one, requires a great deal of attention to logistics. One of the most delicate aspects to manage is the rooming list, a fundamental tool to ensure that each guest has adequate hotel accommodation and perfectly planned transfers.

If you are managing a large event such as a meeting or an international conference, you will know how much these elements can make a difference to the perception of professionalism and excellence that you can offer your clients. 

Let’s take a look at what a rooming list is, why it’s important and how to manage it.

What is a rooming list and why is it important for an event?

The rooming list is a key organisational document for managing the allocation and management of accommodation during an event. 

As the name suggests, it is a detailed list of the people who make up a group booking at a hotel. 

The rooming list typically includes guest names, allocated rooms, check-in and check-out dates, any special requests and other logistical information. 

Having this list is useful for efficiently coordinating the participants’ stay, avoiding errors, misunderstandings and mistakes, and speeding up check-in procedures. 

Of course, the importance of this grows with the complexity of the event: corporate meetings, conferences or multi-site events require meticulous planning to ensure a flawless guest experience. 

What is the purpose of a rooming list?

The rooming list is a tool for coordinating accommodation and transfers during an event. In particular, it is useful for:

• Coordinate accommodation and ensure that each guest at your event is assigned the appropriate room according to their personal needs;
• Efficiently manage and plan travel between hotels and venues;
• Optimise check-in time and resources, reducing hassle and waste, especially for multi-site events or with international guests;
• Facilitate communication between event organisers and coordinators and accommodation providers, giving them control over all the names;
• Enhance the guest experience by providing guests with impeccable service, down to the last detail. 

How to create and manage a rooming list

It is often thought that a rooming list is simply a list of names of guests to be allocated a room. Nothing could be further from the truth. A good rooming list is a logistical tool containing a range of information, such as:

• The first and last names of the guests;
• The email and telephone contact details of the guests; 
• The type of room (single, twin, double);
• The guest’s room number;
• Check-in and check-out dates.

To create a rooming list, you need to collect all the necessary information about the guests and put it into a specific document. There are a number of software packages that can help with this, as well as rooming list templates that can be used and customised as required.

However, this is not an easy task, especially if the event is large and the number of guests is high.

Why choose LimoLane as your event mobility partner?

Managing the logistics of an event, especially when it involves a large network of guests and locations, requires impeccable organisation. The rooming list, coordination of guest accommodation and a first class mobility service are at the heart of a successful event. 

LimoLane is your strategic partner for organising all aspects of your event, from mobility to additional services.

Thanks to our experience in the management of prestigious events such as Fashion Month, Sanremo Festival and Watches and Wonders, we can offer you comprehensive support that integrates logistics and mobility. 

Specifically, with LimoLane, we manage each event according to this flow:

• First, we assign a project manager from our events team to analyse your needs in order to create a customised mobility project;
• We create a project for you based on your specific needs;
• During the event, you will have an experienced coordinator who will manage your mobility and plan your travel directly on site;
• You will have access to a wide range of premium services with high added value, from the provision of a hostess to the management of the rooming list.

In addition to our methodology, you can count on a digital platform that simplifies operations, enables real-time management and guarantees clear financial reporting. We also take care of administrative requirements, such as managing public space permits, leaving you free to focus on the objectives of your event. 

Every event is unique and requires tailor-made solutions: with over 150 events managed each year in more than 20 countries, we can manage mobility for corporate and private events. 

Organise your event with peace of mind by choosing LimoLane for your mobility management: fill in the form to request information.