Retreat Rooming List Template for Small Group Hosts

A retreat rooming list tells the venue which guests are assigned to each room for a particular event. Keep it separate from your full registration spreadsheet: venue staff need a clear assignment list, not every payment note or private preference collected during registration.

Start with the venue's room inventory and the beds you are actually allowed to assign. A room described as a double does not necessarily mean two separate beds. Confirm the arrangement with the venue before offering it to guests.

A simple rooming list

These names and rooms are illustrative. Add the event name, stay dates, list version, and the organizer's contact. If guests have different arrival or departure dates, record those explicitly rather than assuming the event dates apply to everyone.

Count unassigned guests as well as unoccupied places. The totals can look correct even when one person is missing and another has been entered twice.

Separate the working list from the venue export

Your working list can include roommate requests, assignment questions, and follow-up actions. The venue copy should include only what is needed to deliver the stay, shared with the relevant staff.

Keep sensitive personal explanations out of a general rooming list. Where a guest needs a particular arrangement, confirm the practical requirement privately and record the minimum necessary instruction for the people handling it.

Reconcile before sharing

1. Confirm the room inventory and any unavailable beds with the venue.
2. Check that every registered overnight guest appears once.
3. Compare room assignments against capacity.
4. Review unresolved roommate requests.
5. Export a dated copy and identify who receives it.
6. Save the sent version so later changes can be compared.

TCVC's registrar instructions describe separate registration and room-assignment spreadsheet tabs. This older operational example illustrates why those records serve different purposes; your venue's current arrangements should determine your own list.

Plan for the next change

Keep one working master and dated exports. If a guest cancels after a list has been sent, update the master and tell the venue what changed. Do not assume sending a whole new file makes the difference obvious.

The retreat cancellation checklist walks through that update. For assignment decisions, see the roommate request guide.

RoomKind is an early-access concept for importing guest lists, arranging rooms, and exporting rooming lists. Planned pricing is $29 per event for up to 100 attendees. It does not replace registration or payments. Inquire to discuss fit and availability. No payment is collected through the inquiry form.