Guest Accommodation and Travel List

Who this is for

Where every travelling guest is sleeping and how they are getting there. One line per guest or household with the arriving and leaving dates, the nights worked out, where they are staying, and ticks for booked and lift arranged.

Couples with guests coming from a distance, families hosting a reunion, a christening or a funeral, and anyone whose spare rooms are already promised twice.

What this helps you track

• Who is coming from away and on which dates
• How many nights each guest needs, and how many in total
• Where each is staying — your house, a relative, a hotel, a rented place
• Whose room is booked and whose is still a plan
• Who needs transport and whether a lift has been arranged

How to use it

1. Write the event, the date and the main venue at the top, and who to ring with questions.
2. Add a line per guest or per household travelling together: name, arriving date, leaving date.
3. Write where they are staying and tick booked once it actually is — a room somebody said they would sort out is not booked.
4. In the transport column write what they need: a lift from the station, a taxi number, a space in someone's car. Tick lift arranged when a named person has agreed.
5. The nights column and the summary are worked out in the browser and the workbook; on paper, count the nights between the two dates.
6. Print the finished list for whoever is meeting people and driving on the day.

Formats

• Printable PDF (A4 and US Letter)
• Fillable PDF with form fields
• Fill in online, saved in your browser
• Excel / Google Sheets workbook

The printable is laid out inside a box that fits both A4 and US Letter, so the two files are identical and neither one is scaled. The fillable PDF has real form fields. The workbook uses plain formulas only — SUM, IF, COUNTIF and the like — so it opens in Excel, LibreOffice and Google Sheets without anything breaking, and every calculated cell is grey so you can see which figures it worked out.

How to print

Download the A4 or US Letter file to match the paper in your printer, open it in a PDF reader and print at 100% — not "fit to page", which shrinks the writing space. Both files leave a 14 mm margin, which clears the unprintable edge on home printers. To print the online version with your entries in it, use the Print this sheet button, which prints only the sheet and none of the page around it. More on printing.

Questions

Should I book rooms for my guests?

That is between you and them. Some hosts hold a block of rooms and let guests pay; some pay for close family. The sheet records who is where and whether it is booked, not who paid.

How are the nights counted?

Leaving date less arriving date. Arriving on the 5th and leaving on the 7th is two nights. A guest coming for the day has the same date in both and shows zero.

Can I use it for a family holiday?

Yes — anything where several people arrive on different days and sleep in different places. The transport column works just as well for airport runs.

What goes in the note column?

Anything the person meeting them needs: a train time, a flight number, a child seat, a dog, a step they cannot manage.