Travel · free template

Travel Rooming List Form

Collect guest names, stay dates, room preferences, and roommate requests in one place so your coordinator can send the hotel a clear, checked rooming list.

A ready-to-use travel & tourism form for small teams who need a reliable intake process: 15 questions, 3 pages, 3 conditional rules.

Questions
15
Pages
3
Layouts
classic · card
Time to complete
≈ 4 min
Conditional rules
3
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Live preview and test console

This is the real form. Answer it to test the 3 conditional rules — nothing is sent or stored.

Page 1 of 3 — Traveler and Stay

Plan Your Hotel Stay

Use the trip identifier supplied by your coordinator.

Enter the date your hotel stay should begin, not your flight departure date.

Enter the date you will leave the room. It must be after your check-in date.

Every question on this page is currently visible.

Compliance checklist

Ready to publish
  • Payment items priced — passingEvery payment question charges a real amount, so a submission always records a payment.
  • Conditional logic resolves — passingEvery rule points at a question or page that exists in this template.
  • Legal text not required — passingThis template collects neither health nor regulated financial information.
  • Question labels unique — passingLogic and exports address questions by label, so duplicates are ambiguous.

What happens after submit: nothing is stored in this preview. On your own copy, every response triggers an instant email notification and lands in your response dashboard, ready to export or forward.

Happy with it? Take a copy into your workspace — every question, rule and setting comes with it.

Who this template is for

Travel Rooming List Form is built for small teams who need a reliable intake process who need to collect the same complete information from everyone.

  • Small teams who need a reliable intake process working in travel & tourism.
  • Teams who need to collect the same complete information from everyone without writing code or paying for a custom build.
  • Anyone replacing chasing missing details over email with one structured record per enquiry.
  • Respondents are the people you send it to — the form asks them 15 questions across 3 screens.
  • Mobile-heavy audiences, thanks to the one-question-per-screen card layout.

Why this form is useful

It removes the cost of chasing missing details over email and turns each submission into a record your team can act on immediately.

  • 11 questions are required, so submissions arrive complete instead of needing a follow-up email.
  • It collects a verified email address so replies and confirmations land.
  • It pins the request to a specific date.
  • Conditional logic hides 3 questions until they are relevant — shorter forms convert better than long ones.
  • Splitting the form across 3 pages keeps each screen short and shows respondents how much is left.
  • Every response is stored, searchable and exportable, so nothing depends on one person's inbox.

How to use this template

From copy to live form is a few minutes of work, and every step is reversible.

  1. 1Press “Use this template” — a fresh copy of Travel Rooming List Form lands in your workspace, ready to edit.
  2. 2Rename or delete any question, and change what is required. Nothing here is fixed.
  3. 3Open Notifications and add the email addresses that should be alerted on each submission; add an auto-reply to the respondent if the form collects an email address.
  4. 4Publish it, then either share the link directly or paste the embed snippet into your site — the embedded form resizes to fit and loads no marketing or advertising trackers.
  5. 5Watch responses land in Submissions, where you can filter, label and export them to CSV or PDF.

Logic and conditions blueprint

Exactly how this form behaves as it is answered — 3 conditional rules ship with it.

  • Features advanced show logic: if “Roommate Arrangement” is I have a preferred roommate, the form dynamically exposes “Preferred Roommate Name”. Otherwise that question never appears.
  • Features advanced show logic: if “Room Accessibility Request” is Yes, please contact me, the form dynamically exposes “Room Features Needed”. Otherwise that question never appears.
  • Features advanced show logic: if “Late Arrival” is Yes, after the group's check-in window, the form dynamically exposes “Estimated Hotel Arrival Time”. Otherwise that question never appears.
  • All 3 rules are editable in the Logic tab, and the built-in checker warns about rules that contradict each other.

About this template

A rooming list should tell your coordinator who is staying, on which nights, and how each traveler would like to share—not force the hotel to interpret a pile of registration notes. Use this form once the group’s destination and hotel block are settled, with one submission per traveler rather than one per room. Before sending the link, replace the trip placeholder with your departure code and match the room and bed options to what the hotel actually offers. State your submission deadline in the opening instructions. Keep room preferences separate from confirmed assignments: a requested single room or king bed is not a reservation guarantee. Ask travelers who name a roommate to use that person’s booking name. Check that both travelers request each other and that their stay dates overlap before assigning a shared room. Review unmatched requests, accessible-room needs, and late arrivals directly with the traveler; share only the operational details the hotel needs. After the deadline, export responses and build a hotel-facing list with one row per assigned room, listing every occupant and their individual stay dates. Keep a dated master copy, confirm the hotel received it, and send later changes as clearly marked revisions rather than silently replacing the file.

What this form asks

Every question is editable — rename it, make it optional, or delete it entirely.

Page 1 — Traveler and Stay

  • Trip Name or Coderequired
  • Traveler Booking Namerequired
  • Contact Emailrequired
  • Hotel Check-In Daterequired
  • Hotel Check-Out Daterequired

Page 2 — Room and Roommate

  • Room Occupancy Preferencerequired
  • Roommate Arrangementrequired
  • Preferred Roommate Name
  • Bed Setup Preferencerequired

Page 3 — Arrival and Final Details

  • Room Accessibility Requestrequired
  • Room Features Needed
  • Late Arrivalrequired
  • Estimated Hotel Arrival Time
  • Stay Notes
  • Room Request Acknowledgmentrequired

15 questions in total.

Example: A Shared Room Request

An invented traveler on the Lantern Coast trip requests separate beds and names a roommate for the coordinator to verify.

Trip Name or Code
Lantern Coast — LC-27
Traveler Booking Name
Mira Fenwick
Hotel Check-In Date
2027-05-14
Hotel Check-Out Date
2027-05-18
Room Occupancy Preference
Two people sharing
Preferred Roommate Name
Tessa Vale
Bed Setup Preference
Two separate beds

How the form changes as it's filled in

This template ships with 3 conditional rules, grouped into 3 behaviours driven by 3 questions. Everything below is already set up — edit or delete any rule once the template is in your workspace.

Driven by “Roommate Arrangement”

  • Reveals questions

    If “Roommate Arrangement” is I have a preferred roommate, the form reveals “Preferred Roommate Name”.

Driven by “Room Accessibility Request”

  • Reveals questions

    If “Room Accessibility Request” is Yes, please contact me, the form reveals “Room Features Needed”.

Driven by “Late Arrival”

  • Reveals questions

    If “Late Arrival” is Yes, after the group's check-in window, the form reveals “Estimated Hotel Arrival Time”.

Set it up step by step

  1. 1

    Publish the hotel block details first

    Add the hotel name, trip code, response deadline, and group check-in window to the opening instructions. Replace occupancy and bed choices with options available in your block.

  2. 2

    Collect one response per traveler

    Send the form to every occupant, including travelers sharing a room. Ask each person to enter their own stay dates and use booking names for roommate requests.

  3. 3

    Resolve exceptions before assigning rooms

    Check reciprocal roommate requests, different departure dates, and requests for separate beds. Follow up on accessibility requests and uncertain arrivals before finalizing the hotel list.

  4. 4

    Send a controlled hotel handoff

    Create one row per assigned room with all occupants and their stay dates. Remove internal matching notes, date the file, and ask the hotel to acknowledge both the original list and later revisions.

Mistakes to avoid

  • Treating a roommate request as confirmed without checking the other traveler's response and overlapping stay dates.
  • Using flight dates instead of hotel stay dates, especially when a traveler arrives after midnight.
  • Sending raw form responses to the hotel instead of a reviewed room allocation with unnecessary personal notes removed.

What it pairs with

Most teams don't run this form on its own. These are the forms and systems it sits next to.

What to do with the responses

Review exceptions, match roommates, and confirm room availability with the hotel before notifying travelers of their assignments. Keep one dated master list and record subsequent changes against it.

Works in both layouts

Browse classic templatesBrowse card templates

Forms that overlap this one

These pages cover the same subject ground as the travel rooming list form, matched on the words people actually search for.

Frequently asked questions

Should roommates submit one form or two?

Two—one per traveler. Individual responses preserve each person's stay dates and preferences. Match them into one room only after checking that the requests are reciprocal and their dates work together.

Does this replace group travel registration?

No. Use Group Travel Registration to establish who is joining the trip, then send this form when you are ready to collect hotel stay details and assign rooms.

Can travelers request a single room or specific bed setup?

Yes, but offer only options the hotel can consider. The form deliberately calls these preferences; confirm availability before presenting any request as an assigned room.

How should I handle a roommate with different stay dates?

Check which nights overlap and contact both travelers before allocating the room. Confirm the arrangement for nonoverlapping nights with the hotel, and show each occupant's actual dates on the final list.

Is the Travel Rooming List Form template free to use?

Yes. You can preview and test Travel Rooming List Form on this page without an account, and take a copy into your own HelloForms workspace on the free plan. There is nothing to install and no card required to publish it.

What does the Travel Rooming List Form template ask for?

It asks 15 questions across 3 pages, 11 of which are required. Every question is listed in full further down this page, and each one can be renamed, reordered, made optional or deleted after you copy the template.

Can I edit the Travel Rooming List Form form after copying it?

Yes — the copy is entirely yours. Change wording, add or remove questions, switch between the classic and card layouts, restyle it to match your brand, and set who gets notified on each submission.

How does the conditional logic in this travel & tourism form work?

3 conditional rules ship with the template: Features advanced show logic: if “Roommate Arrangement” is I have a preferred roommate, the form dynamically exposes “Preferred Roommate Name”. Otherwise that question never appears. Features advanced show logic: if “Room Accessibility Request” is Yes, please contact me, the form dynamically exposes “Room Features Needed”. Otherwise that question never appears. Features advanced show logic: if “Late Arrival” is Yes, after the group's check-in window, the form dynamically exposes “Estimated Hotel Arrival Time”. Otherwise that question never appears. All rules are editable in the Logic tab.

Where do responses to the Travel Rooming List Form form go?

Submissions land in your workspace under Submissions, where you can search, filter, label and export them to CSV or PDF. You can also email a notification to your team on every submission and send the respondent an auto-reply.

Can I embed the Travel Rooming List Form form on my own website?

Yes. Publish the form and paste the embed snippet into any page or share the direct link. The embedded form resizes to fit its container and loads no advertising or marketing trackers inside the iframe.

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