Hotels may need legal names and reservation data, but a trusted group usually needs far less. Design the working list around arrival and coordination, not every fact you could collect.
Use the smallest useful set of fields
For most private stays, keep a display name, optional group label, room name, capacity, and a short bed or room note. Add the arrival date at plan level instead of repeating it for every guest.
Make names recognizable, not sensitive
Use first names, nicknames, or another label the group understands. A family or team label can distinguish duplicate names without storing phone numbers or identity documents.
Treat capacity as a rule
Each room should show assigned people against available places. Block assignments that exceed capacity and block capacity reductions until extra guests are moved.
Maintain one source of truth
A shared current view is safer than emailed files named final, final-2, and final-really. When a change happens, update one plan and direct everyone back to it.
Share only what the audience needs
The guest view should be read-only and contain no contact, medical, payment, passport, or access-code data. Keep management access with trusted organizers.