Glossary

Rooming list

The document sent to a hotel that says who sleeps in which room on which night, with room type, sharing and guest details.

Hotels use the rooming list to block rooms before a group arrives and to record guest identification at check-in. For the group, it is also the answer to "which room am I in?" and "who am I sharing with?".

Multi-hotel trips need a rooming list per night and per property. One list for the whole trip forces each hotel to work out which rows apply to it, and that is where errors start.

On a live trip

Finalise the rooming list 48 to 72 hours before each check-in, send each hotel only its own nights, and add room numbers after check-in so the captain stops being the room directory.