A wedding weekend combines family expectations, couples, children, accessibility needs, and last-minute cancellations. The rooming tool should reduce coordination, not become another guest database.
Separate accommodation from invitations
Only add people staying in the property covered by this plan. Keep invitations, RSVPs, meals, payments, and transport in their own systems.
Use groups as context, not automatic rules
A family or wedding-party label helps organizers scan the list, but it should not override room capacity or a decision already agreed with the guests.
Handle sensitive needs privately
Record only the final room choice in Rooms. Discuss mobility, care, medical, or safeguarding needs directly and do not expose them in room notes or the shared guest view.
Protect the plan from accidental edits
Limit the organizer link to the small accommodation team. Everyone else receives the read-only link, which can be replaced if it travels beyond the intended group.
Share the final view before arrival
Publish one current room plan after the main allocation is stable. If a late change affects only a few people, update the plan and notify those people directly.