Negotiate with hotels, venues, and suppliers

We need to send the negotiated rates to the conference hotel. Email the Venue Rates spreadsheet to Maria in Procurement and to hotel contact David Lee for signature by next Friday; list room blocks, negotiated breakfast and AV discounts, and cancellation terms. Before sending, verify the final rate column and the effective dates tab are accurate.

Before I forward the vendor spreadsheet to the procurement lead, make it easy for them to approve: surface the net savings versus standard rack rates at the top, create a short column that calls out any non-standard clauses (like attrition penalties), and flag items that would make a contract lawyer hesitate, such as open-ended force majeure language or vaguely defined cancellation windows.

David at the hotel emailed rates higher than what I recorded after last week's negotiation; Maria in Procurement trusts my version and will ask me to resolve. What is the most likely explanation to test first, which cells and historical tabs should I compare, and how do I write to David to request confirmation without escalating the tone?

On multiple RFPs I keep reconciling slightly different rate sheets with hotels and suppliers at signing time, which delays contracts and annoys procurement. What process change and what single naming or versioning habit will stop late-stage confusion so we can get signatures on the first clean draft?