An organizer could request dates, group size and workshop space requirements. A group representative would first approve the programme. Participants would then receive a preparation sheet while the organizer tracks confirmations and attendance changes. Outside activities would identify their providers and separate arrangements, making clear which parts belong to the proposed stay.
An illustrative example to adapt to your business. It does not represent a completed project in this municipality.
Is every participant’s information needed at first enquiry?
Begin with group size and shared requirements. Necessary individual details can be requested later, once the programme, arrangements and role of each person involved have been clarified.
How should changes in participant numbers be managed?
Keep a history and confirm the effect on rooms and services. One additional person can affect several elements; a revised quote should make those changes visible to the organizer.