Distinguish people from rooms
The total number of participants does not establish the room requirement alone. Room types, sharing arrangements and different arrival or departure dates need separate attention. Distinguish confirmed details from preferences still being considered. Hotel options can then be compared against the actual accommodation need.
Check dates for each allocation
A colleague may arrive earlier or leave before the rest of the team. Make dates visible for every room. Compare the allocation list with flights and meetings. Choosing the last night from the final meeting date alone may conflict with the return programme.
Separate preferences from confirmation
Bed type, nearby rooms or a particular floor may not be available on identical terms at every property. Distinguish confirmed conditions from requests. Explain which requirements are essential and which are flexible. Do not present a special request as confirmed without explicit property approval.
Assign one owner to updates
When participants change, identify the affected rooms and nights. Share the current list with relevant people and prevent continued use of the older version. Providing allocations, dates and service expectations together helps KUNET review quotations and amendments. Personal details should be shared through appropriate channels with limited access.
