[Debconf-team] Hotel reservations
DIVA Staff,
I have been looking at our numbers of attendees requesting
accommodations.
Right now, it seems we have 2278 person-nights (total nights times
people) of accommodations requested. At the Hotel Bosna price, this
would be 2280*38€ = 86.640€. This provides a maximum for
accommodation costs.
I made a quick calculation, and putting everyone in the cheapest
hotels first, the cost would be around 63.000€. However, this might
upset Hotel Bosna, since we would have almost no people there the
first week but be eating there.
We have couples which can share a room, but unfortunately this isn't
tracked yet. I suggest we just get enough beds for now for everyone.
Can we change the reserved rooms later, when people cancel or need an
extra day or night? Since the shuttles from Zagreb are not going to
run, we should expect a lot of date changes once that is announced.
Is it possible to reserve a certain block of rooms, and then pay for
only the amount of people who are there those days, even if some rooms
are empty? This would be simplest for all involved, if the hotels can
agree to this.
If that was possible, I would recommend this:
Sunday 17th to Wednesday 20th - 70 beds
Wednesday 20th to Friday 22nd - 90 beds
Friday 22nd night - 105 beds
Saturday 23rd night - 200 beds
Sunday 24th to Saturday 30th - 250 beds
Saturday 30th night - 210 rooms
The exact number of rooms, updated every 15 minutes, can be found
here. The top section, "room" column, is what you need:
http://rkd.zgib.net/http/debconf/only-reconfirmed/rooms-by-date-2.txt
You could also reserve this and we will slightly reduce the rooms (can
we tell the hotel we don't need them?) after we do assignments.
This has often worked in past years. If we had a list of exact rooms
we had available, I could have a room assigner give people their exact
room assignments.
We need to plan for changes: Because of the new changes in travel
plans, and normal last-minute cancellations, there will be last minute
changes. The room assigner will communicate with DIVA/the hotels as
people change their plans and the rooms need to be updated. The wiki
page says this should not be a problem: is that still correct?
As for which hotels to get: I would recommend putting one person per
room in Hotel Bosna, for 120 people total. This will also save us
some money.
I would then recommend reserving every room in Vidovici and Palas, and
we put only one person per room, then we would have _almost_ the right
number of rooms. We would double some people up, and when we need to
make changes, we can double people up to get extra capacity if we need
to.
Thank you for your time in making DebConf a success,
- Richard Darst
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