Attendees names and arrival dates are just the start when it comes to sending a rooming list to your meeting hotel. More information is always better. Here’s what I include:

  • Last name, first name
  • Arrival date
  • Arrival time
  • Guest full name
  • Children’s names and ages
  • Departure date
  • Type of accommodation
  • Billing information
  • Smoking/nonsmoking
  • Required/requested view
  • Status in organization (assuring your top people get the best accommodations)
  • Special requests (e.g., crib, refrigerator)
  • Passport numbers (if required)

One more tip: Take into account your attrition policy when setting a response date for your attendees. Finding out that a few can’t attend after the attrition date only means unnecessary expenses for you.

Mark Kustwan, CMP, is founder of On the Mark Events Meeting & Incentive Planning