- Room
- Room A
- Type
- Room for 2
- Capacity
- 2
- Assigned
- 0
- Confirmed
- Unchecked
TemplatesTravel & outings · Rooms and cars
Group trip rooms and cars
When you split up rooms and cars for a workshop, team outing or club trip and keep dues and participants in one place
What's inside · Table 3 · Checklist 4 · Expense split 1
Preview · a new document starts like this
Group trip rooms and cars
- Departure date
- Not set
- Return date
- Not set
- Treasurer
- Not set
- People
- Not set
- Dues per person
- Not set
Adjust the room assignment table to fit your lodging, then send the participant table with an ‘Edit without signing in’ link.
Room assignments
List the rooms and their capacity, and match the number of people assigned. If you rename a room, rename the ‘Room’ options in the participant table to match.
| Room | TypeLabels | CapacityNumber | AssignedNumber | ConfirmedCheckbox |
|---|---|---|---|---|
| Room A | Room for 2 | 2 | 0 | Unchecked |
| Room B | Room for 4 | 4 | 0 | Unchecked |
| Room C | Room for 4 | 4 | 0 | Unchecked |
| Room D | Dorm room | 8 | 0 | Unchecked |
- Room
- Room B
- Type
- Room for 4
- Capacity
- 4
- Assigned
- 0
- Confirmed
- Unchecked
- Room
- Room C
- Type
- Room for 4
- Capacity
- 4
- Assigned
- 0
- Confirmed
- Unchecked
- Room
- Room D
- Type
- Dorm room
- Capacity
- 8
- Assigned
- 0
- Confirmed
- Unchecked
Car assignments
Write the driver, number of seats, and the departure point and time.
| Car | DriverAssignee | SeatsNumber | Departure point | Departs atDate | ConfirmedCheckbox |
|---|---|---|---|---|---|
| Car 1 | Empty | 4 | Outside the office | Empty | Unchecked |
| Car 2 | Empty | 4 | Station plaza | Empty | Unchecked |
| Car 3 | Empty | 7 | School main gate | Empty | Unchecked |
- Car
- Car 1
- Driver
- Empty
- Seats
- 4
- Departure point
- Outside the office
- Departs at
- Empty
- Confirmed
- Unchecked
- Car
- Car 2
- Driver
- Empty
- Seats
- 4
- Departure point
- Station plaza
- Departs at
- Empty
- Confirmed
- Unchecked
- Car
- Car 3
- Driver
- Empty
- Seats
- 7
- Departure point
- School main gate
- Departs at
- Empty
- Confirmed
- Unchecked
Participant
Everyone writes their own name (or nickname) and picks a room and a car. Delete the example line before you use it. Don't add phone numbers.
Participant
| Name (nickname) | Room | Car | Dues paid | Meals | Notes |
|---|---|---|---|---|---|
| (Example) Kim | Room A | Car 1 | Unchecked | No labels | This is an example line. Delete it and write your own. |
- Room
- Room A
- Car
- Car 1
- Dues paid
- Unchecked
- Meals
- No labels
- Notes
- This is an example line. Delete it and write your own.
Dues and expense split
Dues are based on Dues per person in Document info. Log spending during the trip in the Expense split below.
•
When you pay, check ‘Dues paid’ in the participant table.
•
After the trip, divide any leftover money with the Expense split.
☐
Each room's capacity matches the people assigned.
☐
Set a driver and departure time for each car.
☐
Deleted the example line in the participant table.
☐
Turned on ‘Edit without signing in’ on the co-editing link and sent it.
For each expense, enter the amount and the group that paid. If someone didn’t take part, pick them under ‘Excluded from split’ for that expense and it’s divided among everyone else. You can change group names and members in Column settings.
Expenses
| Expense | Date | Amount | Paid by | Excluded from split |
|---|---|---|---|---|
| Groceries | Not set | Not set | Not set | No labels |
| Lodging deposit | Not set | Not set | Not set | No labels |
- Date
- Not set
- Amount
- Not set
- Paid by
- Not set
- Excluded from split
- No labels
- Date
- Not set
- Amount
- Not set
- Paid by
- Not set
- Excluded from split
- No labels