Count and categorise

List every guest who needs a bed, by family unit, with nights required.Rooming lists built per invitation rather than per person are where double-bookings start.
Mark who must be close to the couple and who can be in a second building or block.Larger resorts spread rooms across blocks; a deliberate allocation beats a first-come one.
Flag guests with mobility needs, infants, or early flights.
Decide the sharing policy: twin sharing for cousins, singles for elders, and who pays for extras.

Block and hold

Ask the venue for its total room count and the largest block it will hold for your dates, in writing.Check room and event-space availability separately; neither guarantees the other.
Get the release date for unclaimed rooms and the penalty for under-pickup.
Confirm allowed adults, children and extra beds by room type, with all charges and included meals.
Check the peak rooms required for each night, including any vendor stays and early arrivals.
Confirm check-in and checkout times against your function timings, and ask about early check-in for the first arrivals.
Ask whether family suites or connecting rooms exist and hold them for the immediate family first.
If the block exceeds what one property holds, decide now which second property or hotel takes the overflow and how guests move between them.

Send guests one page: property name, address, check-in date and time, whom to call, and what is paid for.
Agree an arrival-details deadline with the venue and collect flight or train times and party sizes.
Agree the final rooming-list deadline and how later changes will be approved.

Name one family member as the rooms desk contact and give the venue their number.
Pre-assign keys by family unit so arrivals do not queue at reception.
Put a printed function schedule in every room.
Agree how late checkouts on the last day are handled before the last day.

List every guest who needs a bed, by family unit, with nights required.Rooming lists built per invitation rather than per person are where double-bookings start.
Mark who must be close to the couple and who can be in a second building or block.Larger resorts spread rooms across blocks; a deliberate allocation beats a first-come one.
Flag guests with mobility needs, infants, or early flights.
Decide the sharing policy: twin sharing for cousins, singles for elders, and who pays for extras.

Ask the venue for its total room count and the largest block it will hold for your dates, in writing.Check room and event-space availability separately; neither guarantees the other.
Get the release date for unclaimed rooms and the penalty for under-pickup.
Confirm allowed adults, children and extra beds by room type, with all charges and included meals.
Check the peak rooms required for each night, including any vendor stays and early arrivals.
Confirm check-in and checkout times against your function timings, and ask about early check-in for the first arrivals.
Ask whether family suites or connecting rooms exist and hold them for the immediate family first.
If the block exceeds what one property holds, decide now which second property or hotel takes the overflow and how guests move between them.

Send guests one page: property name, address, check-in date and time, whom to call, and what is paid for.
Agree an arrival-details deadline with the venue and collect flight or train times and party sizes.
Agree the final rooming-list deadline and how later changes will be approved.

Name one family member as the rooms desk contact and give the venue their number.
Pre-assign keys by family unit so arrivals do not queue at reception.
Put a printed function schedule in every room.
Agree how late checkouts on the last day are handled before the last day.

	Illustrative rooming assumption	Rooms required
180 overnight guests	Two guests in each room	90
20 overnight guests	Single occupancy	20
Optional buffer	Planning allowance, subject to availability and charges	5
Requested block	200 overnight guests; other event guests do not stay	115

	Illustrative rooming assumption	Rooms required
180 overnight guests	Two guests in each room	90
20 overnight guests	Single occupancy	20
Optional buffer	Planning allowance, subject to availability and charges	5
Requested block	200 overnight guests; other event guests do not stay	115