“Stay to Play” Tournament
Our event partners operate "Stay to Play" Tournaments requiring all hotel accommodations be reserved through the Book Your Block online system. All room reservations must be made through one of the four processes described below and all capture your team information during the registration. Our system tracks and compiles all reservations into multiple individual team reports. Tournament organizers review these reports checking to ensure each team is following the "Stay to Play" requirement. Tournaments may impose penalties for teams that do not follow the criteria.
HOW A TEAM MANAGER MAY HOLD A BLOCK OF ROOMS FOR A GROUP
Team/Group Managers will receive from the Tournament Director a booking link with instructions how to access the Book Your Block hotel group booking engine specifically for an Event.
At this website, team/group managers may review a map of hotel locations (red icons) close to the event site location (green icon). Underneath is a listing of all available hotel properties with details on the hotel including address, distance from the event site, trip advisor rating, amenities and nightly room rate. The listing is filterable by personal preferences such as “HOTEL BRAND”,“STAR RATING”…etc, and is updatable in the left-hand side menu. You may also have the hotel list display by “DISTANCE” from the event site or “PRICE.”
Determine your preferred hotel and click on “VIEW RATES” and a list of available room types will be displayed.
For each room type (i.e. 2 Queen Beds) available in that property, a description of the room, the room rate for each night and the number of rooms currently available will be listed.
Select ”HOLD GROUP BLOCK” on the desired room type.
Enter the number of rooms you would like to hold for athlete families on each night, your contact details and the team/group name. Note the date the group block expires.
Confirm by clicking the “PLACE ROOM ON HOLD” button.
You will receive an automated email from our system confirming the Hold Block information including the team name, room block code, event name, hotel, check-in and check-out dates, room type, the number of rooms on hold, and the date the courtesy hold expires.
There will be a section with accompanying instructions “Next Steps in Reserving A Hotel Room Placed on Hold For You by The Group Manager.” that should be send team members along with the link provided in the email.
The link allows athlete families to reserve directly with a credit card the hotel rooms you placed on Hold. Until the athlete families reserve with a credit card, the rooms are on not officially reserved.
HOW AN ATHLETE FAMILY MAY RESERVE A HOTEL ROOM WITHIN A TEAM BLOCK
Team/Group managers will send to athlete families via email a booking link with a “Team Room Block Code” and instructions that offer athlete families the opportunity to reserve hotel rooms held in advance by the Team/Manager at guaranteed event rates.
At this web page, Athlete Families can review information on the hotel selected by the team/group managers including general information, amenities, photos, map, trip advisor reviews, and the group rate
There will be some mandatory questions with drop-down choices to expedite your responses:
Check in date
# of nights you wish to stay
Number of rooms you wish to reserve
To complete the reservation start by clicking the “BOOK A ROOM” button and you are directed to the checkout page.
On the right-hand side of the page review "YOUR RESERVATION SUMMARY" which, details the booking information you have supplied including the hotel, check-in date, duration of stay, rate, taxes, and balance.
Fill in the information boxes on the left-hand side providing the primary guest contact details, billing information, and credit card payment details.
Review the various Policies noting the Cancelation Policy. Check the box that you agree to the Terms and Conditions and click on the “CONFIRM RESERVATION” button.
IMPORTANT! You do not have a hotel room until you complete the process above.
You will subsequently receive a confirmation email with confirmation of the hotel reservation details with an Hotel Booking ARN reference number.
If you do not receive the confirmation, please request your team/group manager review his block reservation report.
A reminder that the booking link email you received from the team/group manager specifies the date the rooms placed on Hold by the team/group manager expire.
You must complete your room reservation before the expiration date, or the hold block inventory will be released.
If the team/group manager is unable to locate your reservation on the report, then contact us for assistance as the booking is not complete.
HOW AN ATHLETE FAMILY MAY RESERVE A HOTEL ROOM IF YOU ARE NOT REQUIRED TO BE PART OF A TEAM BLOCK
Team/Group Managers will receive from the Tournament Director an email with instructions and a booking link to access the Book Your Block hotel group booking engine. This website contains all the sourced hotels that are providing pre-negotiated discount rates to teams and athlete families. If the Team Group/Managers are not setting up a block of rooms for the team, they are requested to forward the link to athlete families to allow them to make individual reservations.
At this website, team/group athlete families may review a map of hotel locations close to the event site. Underneath is a listing of all available hotel properties with details on the hotel address, distance from the event site, Trip Advisor rating and Special Event nightly room rate. The listing is filterable by preferred sort criteria such as “star rating”…etc.
Click on the “VIEW RATES” button to see more information on the hotel of interest.
The page will display all the available room types, a description of the room, the hotel rate per night and the number of rooms currently available for the duration of your stay.
An athlete family may see more comprehensive listing information on the property by clicking on the “General Information”, “Amenities”, “Photos”, “Map”, and Trip Advisor “Review” tabs.
To make a reservation start by clicking the “BOOK ROOM” button and you are directed to the checkout page.
On the right-hand side of the page review "YOUR RESERVATION SUMMARY" which, details the booking information you have supplied including the hotel, check-in date, check-out date, number of guest in the room, rate per room night, room cost, taxes and fees, total and balance due at checkout.
Fill in the information boxes on the left-hand side providing the team information, primary guest contact details, billing information, and credit card payment details.
Review the various Policies noting the Cancelation Policy. Check the box that you agree to the Terms and Conditions and accept the $5.95 non refundable reservation fee. Click on the “CONFIRM RESERVATION” button.
IMPORTANT! You do not have a hotel room until you complete the process above.
You will subsequently receive a confirmation email with confirmation of the hotel reservation details including a Hotel Reservation ARN Reference Number.
If you do not receive the confirmation, then kindly contact us for assistance as the booking is not complete.
HOW ATHLETE FAMILIES MAY RESERVE HOTEL ROOMS FROM
Typically, sourced hotel inventory set aside at the pre-negotiated group rates sells out quickly, and therefore we strongly recommend Team/Group managers and athlete families complete the process above as early as possible.
Any unsold sourced hotel block inventory will typically be released back to the hotels 30 days before the event. We will no longer be able to offer group rates after that.
However, Book Your Block, as a courtesy will then launch its real-time booking platform to display any available hotel rooms in the area and the pricing for these nights.
The Tournament Director will provide Team/Group Managers with this booking link.
Any athlete families requiring hotel accommodations outside of the sourced group blocks are required to book through this process.