As an Innkeeper, you will have access to personal and confidential information. You must only use this information to complete your role’s duties. Our staff value your discretion and their privacy.

Staffers who request hotel space do so by completing their volunteer checklists. They use this form to enter their requested nights, roommates, anti-roommates, and additional notes. We collect all of those requests in Reggie’s Hotel_Assignment section. This will be the home for most of our reservation work in the coming weeks!

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Staff rooms are a privilege; they are not a right. Staff room requests do not need to be completely fulfilled. Oftentimes, they unfortunately can’t due to conflicting nights, anti-requests, or other irreconcilable reasons. This is communicated to staffers frequently and they are usually understanding. We encourage you to fulfill staff requests wherever possible but don’t feel that you must move heaven and earth to accommodate non-critical requests.

When a staffer requests shared hotel space, they need to have the proper shifts and departmental/division approval to justify shoulder nights, suites, or other unique requests. It is not the Innkeeper’s responsibility to grant approval for unique requests. There are reports we can use to review departmental approval. As Innkeepers, we simply use the information available to us to create the most efficient reservations we can.

Reports

Thankfully, there are a number of useful reports we can use to verify a staffer’s room request.

• Hotel Eligible Lists: This lists each department’s staffers’ hotel request status (e.g. declined, not requested, requested.) May be useful when department heads are missing a staffer and suspect that we have not completed a hotel request.

https://lh5.googleusercontent.com/Qnrm7OUBgOSO17pZLA5UgdijtbSrXoXIFRzu9rhhTs_8z0q2Nce4A3dmvtmHvU1F0jaiHV1j-IZgUuGqn9NZ9vVNbNHL4HlTXWpJK68wGLDZjQf9dycAmzqIyGUvvzMbY8I-hcgw

• Hotel Requests: A complete list of each staffer’s hotel request organized by department. May be useful to have this open while compiling rooms.

https://lh5.googleusercontent.com/_J_C7Bd6lC6M9dswExugGr81ZvefI0K9ZLWdUprxG4tOSnXBrWQrZw2dpQDYEyiOmTmwbzDNzCS7FUGrabzKKWCDACCg3kWaNyHVY6Zp1uhU-ZBpwGLZ5YVoy0rj_GbH89lLWlfV

• Inconsistent Shoulder Nights: This report checks for staffers who have been assigned a room that begins pre or post event but do not have pre or post event shifts. We like to use this report to review and restrict extraneous requests.
• Volunteer Hours vs Room Nights: This page lists every single staffer and analyzes how many shifts they’re assigned, how many hotel nights they have, and more. This page lets use quickly sort through specific information and is generally used after the event to analyze departmental staff room usage.
• Setup/Teardown Neglect: A list of staffers who do not have appropriate shifts in combination with their requested days.