Is "beforehand" used correctly in the second paragraph below? Thanks?

----------------------
While awaiting confirmation from Hotel A about the possibility of the six days鈥?reservation for His Excellency, if it is okay with you, we would like to look for a hotel near the area of the Conference, as a backup or alternative plan, in order to ensure accommodations during His Excellency's attendance at the Conference.

Therefore, we would like to request your approval *beforehand* to allow us to book a hotel room for His Excellency in case of unexpected occurrence.

I think that you should also think about re-wording the first paragraph thus -

Whilst awaiting confirmation from Hotel A about the possible six day reservation for His Excellency, we would also, with your consent, seek to arrange accommodation in another hotel close to the conference centre should the need arise for an alternate or emergency venue for His Excellency's stay.

This way you can scrap the two separate paragraph and have a more streamlined version.

Just a thought!

Maybe "in advance" is slightly better.

looks right to me. I'd use it.

It's fine, but I'd probably use "your prior approval".

May I add that "if it is okay with you" and "backup" are much less formal than the rest of the letter. I'd probably use "with your approval" and eliminate "backup" since "alternative" alone does just as well.