Who sleeps where, and who flies on which plane.
This rooming list template and floatplane manifest builder takes your guest list, groups it by cabin and splits it into flights that stay under the payload and seats your air service gives you. Copy it, download a CSV for the air service or print it for the dock.
Your rooming list and manifest
The sample is seven guests in three cabins with example aircraft limits. Replace them with your own; the flights rebalance as you type, and the link in your address bar keeps the list.
Manifest by flight
Rooming list
| Guest | Flight | Diet or allergy note |
|---|
A planning aid only. The pilot and the air service decide every load, and their scale weights replace these numbers.
A planning aid, not a load sheet. The numbers here help you group guests and spot a heavy flight before changeover day. The pilot and the air service have the final say on every load: their limits, their scale and their weight and balance replace anything this page shows.
Preparing a fly-in manifest and rooming list
Start with the air service’s numbers
Each air service sets its own baggage limits, payload and seats for each aircraft and trip, and they can change from one trip to the next. Ask the air service that flies your guests, put its numbers in the planner and in your pre-arrival letter, and never copy another carrier’s limits.
Collect weights privately
Ask each guest for their body weight and baggage weight before they travel, in the unit the air service uses. Body weight is personal: collect it on a private form, share it only with the air service, and don’t pin the manifest on the lodge wall. If the air service weighs guests and bags at the dock, its scale replaces what guests reported.
Count the gear, both ways
Rod tubes, tackle, coolers and supplies for the outpost all count as baggage. On the way out, fish boxes and wet gear can make the return flight heavier than the flight in, so weigh again before departure day.
Keep parties together
Give a party the same flight number in the planner to keep it on one plane. Everyone left on Auto fills the flights in the order listed, and the planner moves to a new flight as soon as the next guest would break the seats or the payload.
What goes on each list
| Rooming list | Floatplane manifest | |
|---|---|---|
| Who uses it | Housekeeping, the kitchen, the front desk | The air service and the pilot |
| Grouped by | Cabin or room | Flight |
| Columns | Guest, flight, diet or allergy note | Guest, cabin, body weight, baggage, total |
| When | Before every changeover | Before every flight day, then checked at the dock |
How the planner adds up a flight
- Load per guest = body weight + baggage
- Load per flight = the sum of its guests’ loads, and seats used = the number of guests
- A flight over the payload or the seats is flagged, with how much it is over
With the sample guests and the example limits of 1,000 lb and four seats, flight 1 carries four guests at 925 lb and flight 2 three guests at 760 lb. Those limits are examples only; use your air service’s.
Who has the final say
The pilot. In the United States, federal rules make the pilot in command directly responsible for, and the final authority as to, the operation of the aircraft (14 CFR 91.3). Treat this manifest as your request, not as the load plan.
Where the lodge software fits
Malvavisco keeps the guest side of a fly-in week: a booking for the whole party, guest profiles with notes, a daily dietary brief for the kitchen, rooms, cabins and outpost camps assigned for the stay or night by night, and an arrivals and departures report for each changeover. Fly-in legs can be scheduled as services with the floatplane as an asset, so the same plane is never assigned twice for the same hours.
It does not book flights with your air service or calculate weight and balance; aircraft weight and balance stays with the pilot. It also needs an internet connection, which matters at an outpost: read how it behaves on satellite and remote internet.
More for fly-in operations: Canadian fly-in lodges, Alaska fishing lodges, fishing lodges, and the free lodge meal count planner for the kitchen’s resupply order. Request a demo to see your arrivals and cabins in the staff app.
Manifests and rooming lists
A rooming list shows which guests sleep in each room or cabin for a stay, often with arrival dates and notes such as diets or allergies. Lodges share it with housekeeping and the kitchen; tour operators send one to the hotel for a group booking.
Each passenger’s name, body weight and baggage weight, grouped by flight, with the total load per flight. Add the cabin or destination and anything else your air service asks for, in the format it requests.
It depends on the air service, the aircraft and the trip, so ask the air service that flies your guests and put its limit in your pre-arrival letter. This page doesn’t quote any carrier’s limits because they differ and change.
The pilot and the air service. In the United States, 14 CFR 91.3 makes the pilot in command the final authority on the operation of the aircraft. The planner on this page is only a planning aid.
Small floatplanes are loaded by weight, so the air service needs each passenger’s weight with their baggage to plan the flights. Lodges should collect it privately before the trip and share it only with the air service.
It runs only in your browser and keeps the list in the page address, so a bookmark brings it back. Nothing is sent to Malvavisco or to an air service.
