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 -- | Richard Darst - rkd@ - boltzmann: up 716 days, 4:41 | http://rkd.zgib.net - pgp 0xBD356740 | "Ye shall know the truth and -- the truth shall make you free" _______________________________________________ Debconf-team mailing list [email protected] http://lists.debconf.org/mailman/listinfo/debconf-team
