Describe your group stay. Makeform builds a rooming list form for guest names, stay dates, occupancy needs, and roommate preferences.
Send rooming responses to Google Sheets, Slack, and Zapier.
Sample prompts for the builder
Choose a prompt, adapt it to your room block, or send it to the Makeform builder. The outline is an example.
Audience
Conference attendees using a reserved hotel block
Format
Room request form with stay dates and sharing choices
Prompt size
279 chars
Example form structure
Room request form with stay dates and sharing choices
Attendee name and contact details
Arrival and departure dates
Single or shared room?
Preferred roommate and mutual request
Accessibility or room-location needs
Suggested routing tags
Complete requests
Needs follow-up
Roommate review
Ask for both the preferred roommate and the attendee's backup choice; coordinators still need a practical option when requests conflict.
Step 1
Collect
guest names, stay dates, and contacts
Step 2
Compare
occupancy choices and roommate requests
Step 3
Resolve
conflicts, exceptions, and missing details
Step 4
Export
a clean list for hotel coordination
Why use a rooming form
Collect exact names, stay dates, and sharing requests through consistent questions that coordinators can review.
Collect each guest's required booking name and a primary contact.
Ask whether roommate requests are mutual and flag mismatches for review.
Show extra-night, guardian, accessibility, or multi-hotel questions only when needed.
For every group stay
Choose a group type, then edit room options, dates, and follow-ups.
Capture organization, attendee type, block dates, and roommate preferences alongside registration details.
Separate athletes, coaches, staff, and guardians while keeping each traveler's room request connected to the roster.
Gather whole-household guest names, rooms requested, bed choices, and nearby-room preferences in one submission.
Handle single or twin occupancy, roommate matching preferences, and exceptions across multiple hotel stops.
Rooming workflow
Build around your hotel block, share the form, and review every request.
Describe the hotels, dates, room types, and traveler details.
Add room options and conditional fields for sharing, extra nights, guardians, or changes.
Share one link and route responses to the planning team.
Check roommate pairs, occupancy totals, and exceptions before hotel coordination.
Form vs email vs spreadsheet
Keep each traveler's answers together and incomplete requests visible.
Field guide
Use these six sections, adapted to your hotel's format, to collect only the details planners need.
Guest identity
Collect every traveler's booking name and one reliable contact. Separate household contacts from reservation names.
Stay schedule
Collect check-in and checkout dates. Separate early arrivals and extra nights so exceptions remain visible.
Occupancy
Ask for room type, occupancy, and room count separately so planners do not have to infer them.
Roommate preferences
Collect a named roommate, mutual agreement, and fallback so planners can resolve conflicts.
Needs and exceptions
Collect relevant accessibility, location, or schedule needs for planning-team follow-up.
Review status
Use review tags for missing dates, unmatched roommates, and requests awaiting confirmation.
Related tools
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Open toolFAQ
Practical answers for event planners, group travel coordinators, and team managers.
A rooming list form collects traveler names, contacts, stay dates, room type, occupancy, roommate preferences, and relevant exceptions for group hotel planning.
Include each guest's name, contact, hotel dates, room type, occupancy, and roommate request. Add arrival, accessibility, guardian, or hotel-specific fields only when needed.
Ask for the roommate's name, mutual agreement, and a matching or private-room fallback. Treat answers as preferences requiring coordinator review.
Yes. List each hotel and ask whether one arrangement applies throughout. Show conditional fields when roommates, room types, or dates change.
Yes. Collect one household contact, every guest name, adult and child counts, rooms requested, and relevant bed or adjoining-room preferences.
Yes. Makeform is unlimited free for creating, editing, publishing, and collecting responses with your rooming list form. The paid tier removes the Makeform badge.
No. It records requested dates, room type, and roommate preference. The planning team reviews conflicts and sends the final confirmation separately.
Require identity, stay-date, and occupancy answers. Add conditional shared-room and extra-night fields, confirm mutual requests, and explain how to submit corrections.
Replace the rooming spreadsheet chase.
