Overview
Managing hotel rooming data for events sounds simple until multiple hotels begin sending confirmation files in completely different formats.
A client needed a reliable way to compare room request information collected in Cvent against hotel rooming files sent in inconsistent Excel formats, identify the right attendee records, and return accurate room numbers and hotel confirmation details.
Tech Spark Events built a Power Automate-based solution that introduced the logic needed to handle inconsistent file structures, match records using unique identifiers, and produce cleaner, more dependable hotel assignment outputs.
The Challenge
The event team was receiving two critical sources of information:
The problem was that hotels did not send their files in a standard format.
Every hotel sent Excel files differently, making reconciliation slow, manual, and error-prone.
That created major operational friction:
- Every hotel sent Excel files differently
- Column names and layouts varied from property to property
- Data formatting was inconsistent
- Room numbers and confirmations were hard to match back to the correct attendee record
- Manual reconciliation was time-consuming and error-prone
- The team needed a repeatable process they could trust
What We Built
Tech Spark Events designed a Power Automate flow that could compare data from the Cvent hotel request form with hotel-supplied Excel files and return accurate outputs despite format differences.
How the Solution Worked
The key to the solution was not just automation — it was the matching logic.
Because the hotel files were inconsistent, the flow had to do more than read rows. It needed to interpret structure, apply logic, and make record matching more dependable.
1. Read the Cvent hotel request data
The flow started with the event-side hotel request information captured through Cvent.
2. Process incoming hotel Excel files
Hotel files were brought in even though their structure varied from one hotel to another.
3. Apply matching logic using unique identifiers
Instead of relying on a single rigid format, the flow used logic to identify the correct attendee record and match the rooming details accurately.
4. Return room number and hotel confirmation details
Once matched, the process extracted the required details and made them usable for the event team.
Key Problems Solved
- Removed large portions of manual hotel reconciliation work
- Improved matching accuracy across inconsistent hotel file formats
- Reduced the risk of rooming and confirmation errors
- Made the process repeatable instead of depending on one-off manual cleanup
- Gave the team a more reliable way to manage attendee accommodation details
Outcome
The result was a smarter and more accurate hotel reconciliation workflow.
The event team gained:
Why This Matters
One of the biggest hidden problems in event operations is that external vendors and hotels often send critical data in formats that do not align with internal systems.
This case study shows how Tech Spark Events helps bridge that gap through practical automation and logic-based workflows that reduce manual workload while improving accuracy.
Tools Used
Excel
Power Automate
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