Rooming List

A room list is a list of all the people checking into a hotel. Everyone is assigned a check-in and checkout date (some stays have everyone on the same dates; some people check out on different dates). The list defines room types, all names that should have access to each room, confirmation numbers, room numbers if assigned, and specific requests — for instance, if the security guard needs to be positioned directly next to the artist. It's the hotel booking manifest for the touring party.

How room lists work

The TM builds the room list based on the tour's personnel and the hotel block negotiated for each city. Room assignments consider hierarchy (artist gets the suite, crew gets standard rooms), practical needs (connecting rooms for the artist and security), special requests (allergies, accessibility), and budget constraints.

Room list management

On a 40-person tour across 60 cities, the room list changes constantly — personnel join or leave mid-tour, room types need adjustment, and hotels have different availability. The TM sends the room list to each hotel in advance and confirms it during the venue advance. On arrival, the TM checks in for the group and distributes keys.

Room lists and day rooms

Day rooms require a separate section on the room list since they have different check-in and check-out times than overnight stays. The TM needs to communicate this clearly to the hotel to avoid confusion at the front desk.