Crewfare Digital Rooming List: A Guide for Event Organizers

Crewfare’s Digital Rooming List (DRL) is built to help event organizers manage hotel reservations smoothly, keep everyone aligned, and avoid last-minute chaos. Instead of emailing spreadsheets back and forth, the DRL gives you a single, shared place to collaborate with hotels in real time.

This article covers what the Digital Rooming List is, its key features, and how you’ll use it as an event organizer.

What Is the Digital Rooming List?

The Digital Rooming List replaces traditional emailed or Excel-based rooming lists. It’s the tool Crewfare uses to send reservations to hotels and receive confirmations back — all in one centralized workflow.

As an event organizer, the DRL allows you to:

• Send reservations to hotels in a structured, reliable format?
• Receive hotel confirmation numbers directly in the platform?
• Submit updates when guest details change?
• Maintain a clear source of truth for all event reservations

Once hotels submit confirmations, you control when and how guests are notified.

Event Management

Each event has its own dedicated rooming list, so reservations stay organized and easy to manage.

Changes Management (No Emails Needed)

If a guest name, room type, or stay date changes, you can submit updates directly in Crewfare. Hotels review and approve changes inside the DRL — no back-and-forth emails required.

Confirmation Tracking

Once hotels add confirmation numbers, they appear directly in the rooming list and on your Backstage event too, so you always know which reservations are fully confirmed.

Version History

Every reservation includes a full audit trail showing:

• Original submissions
• Updates and approvals
• Confirmation numbers and timestamps

Perfect for transparency and accountability.

Collaboration at Scale

The DRL supports large events, tight timelines, and multiple stakeholders — without losing visibility or control. Crewfare’s Digital Rooming List (DRL) is built to help event organizers manage hotel reservations smoothly, keep everyone aligned, and avoid last-minute chaos. Instead of emailing spreadsheets back and forth, the DRL gives you a single, shared place to collaborate with hotels in real time.

This article covers what the Digital Rooming List is, its key features, and how you’ll use it as an event organizer.