The room changes once. Its old capacity lives on in a dozen places: the website, the capacity chart, three proposal templates, a PDF fact sheet and a Deal Room somebody sent last month.
That’s why a renovation needs an information owner as well as a construction owner. Someone has to decide which facts changed, who approves the new ones and where the old ones are still being used.
The salesperson shouldn’t have to guess because the new room “looks about the same size.”
One physical change can break several answers
New built-ins, a moved door, a different airwall, new AV, a changed service corridor: any of them can change what setups work and how many people fit. New photos don’t tell you that.
Get the right people (engineering, banquets, whoever handles fire and code questions locally) to review the base plan and the setups. Approved capacity doesn’t come from a square-footage shortcut.
Name who approves and who publishes
The person who approves the new capacity probably isn’t the person who updates the website. Name both.
A simple path: engineering and banquets confirm the new plan and setups, the DOSM signs off on the capacity chart, and one named person updates the website, the sales library and the templates. Until that’s done, take the old setups out of circulation instead of letting them float around as current.
Check every route to the planner
Go through the website, floorplans, capacity chart, photo labels, proposal templates, fact sheets and any recommendations already out with active clients. Tell the salespeople whose open deals are affected.
Emailed PDFs don’t update themselves. A new file in the master folder isn’t the end of the job.
Let the change trigger the review
Quarterly content reviews are good. A renovation shouldn’t wait for one.
Keep a short list of everything you checked and anything still unresolved. Then have a salesperson build a response using only the new materials and look at what the planner would actually see.
A renovated room deserves more than new photos. It needs a new, checkable explanation of what fits inside it.
