Establish shared requirements first
Confirm the dates, number of travellers and two most important requirements. These might include separate rooms, a particular commute or late arrival. Ask about individually essential features without demanding personal explanations publicly. Also agree when a decision is needed and who will book afterwards. Without these basics, people may compare different nights or rates and debate apparent price differences that actually result from different included services.
Put offers on the same basis
For each option, record the address, room category, total price for the requested dates and key conditions. State when you checked, because a saved price does not guarantee later availability. Add the intended journey to the specific event location. A broad description such as central is insufficient. If a decisive detail remains unanswered, mark it as open rather than turning photographs or general promotional claims into an assumed promise.
Explain the difference in one sentence
For each property, say why it belongs on the shortlist. One might offer a straightforward exhibition journey, another an easier departure and a third more suitable workspace. Name the main drawback as well. Colleagues can then weigh the choices without rereading every website completely. Avoid a seemingly precise scoring table with many equally weighted criteria when only two features really determine whether the accommodation is usable.
Close the decision clearly
Collect replies in one place and record the selected option with the person responsible for booking. Reopen the offer before reserving and check that its price and conditions still fit. Afterwards, share the actual confirmation rather than only the original suggestion link. Remove or label superseded options so nobody accidentally makes a second reservation. A short, reasoned decision saves the group more time than an ever-expanding collection of possible hotels.
