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Eurofurence 26 — "Welcome to Tortuga"
Estrel Congress Center Berlin
August 24 - 28, 2022
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Author Topic: Assigning a roomate?  (Read 6241 times)

Timmy Fox

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Assigning a roomate?
« on: 13.02.2016, 05:25:20 »

Hey! I'm just wondering if I need to contact the hotel or if I'm already set up;

So, right away as I was accepted after registration had opened I went ahead and booked a room in the Estrel for 2 people. I selected, in the drop-down boxes, 6 nights, 1 room, 2 occupants and then filled in all my personal details to complete the booking.

During the reservation process there was never any fields or anything for me to fill in any details, including name, for the person who will be my roommate. I assumed that it simply wasn't necessary to 'assign' someone as my room mate since we'll be traveling to Berlin together and thus my roommate will be checking in alongside myself meaning I can just tell the hotel that "This person is who I'll be sharing my room with" as we arrive.

My roommate however suggested that I might need to contact the hotel in advance and let them know the identity of who I'll be sharing my room with, though all suggestions I'm finding only seems to be only really relevant when you're contacting the hotel to upgrade your room with an additional bed.

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So, basically, my question is just if I need to contact the hotel to inform them who will be accompanying me (as I booked the double room with the intention of us to share and thus he did not place any reservations at all) or if it's fine as it is and we'll just make sure to check in together?
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Zestence

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Re: Assigning a roomate?
« Reply #1 on: 13.02.2016, 10:24:04 »

I'm not sure if it's absolutely necessary, but it's certainly recommended and I would go ahead and email them anyway. I usually give them the name, address and phone number of whoever is sharing the room with me and they seem happy with that. Estrel staff is friendly and helpful, they'll let you know if they need more. Make sure to attach your confirmation number to your email so they can quickly get your reservation from their system.

At least providing the information via email will save you time at check-in.

EDIT: I consulted the newcomer's guide and it says this:
"Important: Whoever you choose, the hotel has to be notified that
another person will stay in your room
to be able to adjust the pricing for the room from single
room to double room. If you don’t tell the hotel that another person is staying in your room,
it would be considered "Ghosting" (see above) and would lead to a lot of trouble. So please
tell the hotel when you decided on a roommate!
"
« Last Edit: 13.02.2016, 10:29:32 by Zestence »
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Timmy Fox

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Re: Assigning a roomate?
« Reply #2 on: 13.02.2016, 15:43:50 »

I suppose, indeed, it could be a good thing to do.

And yeah, I read that part in the newcomer's guide, though what confused me is the to be able to adjust the pricing for the room from single room to double room part, since I've already reserved a double room and thus the pricing shown in my receipt is already correct for a double room.


EDIT: I figured it shouldn't hurt to email them just in case, so I went ahead and wrote them this:

Hello!
I have a reservation with you for a standard twin room between the dates of August XX and August XX for the Eurofurence convention. My confirmation number should be XXXXXXX.

I just would like you inform you that the name of the person who will be sharing the room with me at your hotel is "XXXXX XXXXX". As with myself, they reside in XXXXX. Their phone number should be XXXXXXXX and their email address is XXXXX@XXXXX.XXX.

If there's anything I missed, please let me know. :)

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With regards,
-name-
« Last Edit: 13.02.2016, 16:53:36 by Timmy Fox »
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SouthPaw

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Re: Assigning a roomate?
« Reply #3 on: 13.02.2016, 23:09:07 »

The main reason for giving the hotel the details of the person you're sharing with is so they can check in if they arrive before you do. If you're travelling together that's obviously not going to be an issue.

Additionally, it means the hotel can split the bill so you only pay for your own incidentals (such as food and drink spend charged to the room rather than paid for in cash), though I believe you can also give their details at check in, but it saves time if you do it in advance.
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SouthPaw, southie (at) southie (dot) me (dot) uk
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