Travel logistics

I book hotel rooms for professional cycling races (multiple days, from 10 tot 2500 hotel rooms) + other tailor made travels. Now Im working at a television show that will travel through Europe in 23 days. So as well a lot of hotels to be booked and to be first selected.

I need to gather hotel rates (negotiate), distance (km + time to venue) - then match them with all the right teams (cycling, organisation...) Some teams only consist of 1 people- other are more, then its always good to match them in the right hotel (parking, late arrival, early departure, breakfast, diner, extra needs )
I need to present a rooming list (multiple teams) to the hotels (budget included would be nice)
and I need to communicate with the teams - where they stay: so day 1, this hotel, day 2, that hotel, ....
At all times- I would need a budget -
there's changes: names, extra rooms, cancellations...

Now I work with excel- and pivot tables to extract the rooming lists- but I need someone with more expertise to finetune and make my life easier- so I maintain the overview.

Im more a visual kind of person- so a mix between databases, excel, factsheets, pictures (when I need to select the hotels and when I need to communicate to the teams)-
so what kind of magic do you have-

its my first time on this platform- so happy to share more information-
let's do this!