Q. When can we book our rooms?
A. You may start the Housing process after confirmation of registration from the Tournament / Event. The sooner you turn in the Block Request Form or speak to one of our travel specialists the greater the hotel availability and the likelihood of getting one of your top choices.
Q. Should I wait to book our rooms?
A. Rooms should be booked the moment you are accepted into the Tournament / Event. The most favorable hotels will sell out quickly and reservations are made on a first come first serve basis. Your tournament / event may increase demand making it harder to get a top choice hotel.
Q. Can I find my own hotel?
A. No. Our Tournaments / Events require that Housing go through Impact Housing. Our hotel partners are familiar with our services and event needs.
Q. Can I call the hotel and book my rooms myself?
A. No. Impact Housing has negotiated the lowest group rates with each hotel. Per our agreement the hotels will not be permitted to accept any reservations unless authorized by an Impact Travel Specialist.
Q. How does the process work exactly?
1. The Team Coordinator chooses the Hotel.
2. Sign the Team Agreement we send you.
3. Receive your link and / or group code and distribute to parents / participants.
4. When booking your room you will receive an auto email of the “Request”. Hotels will upload your confirmation number by the teams cut off date. You will receive an auto email of the “Confirmation”.
Q. What if I need to make a change to my reservation?
A. If you are within the time frame (check your Confirmation email) you may change the reservation using the same link and process. Hotels must approve all changes and you will be notified once it is approved or declined.
Q. What if I’m not sure how many nights we will be staying?
A. Some hotels will implement a stay night minimum. Please read the policies of the hotel. We suggest that you choose your dates on your ability to drive and play. If this disrupts the amount of rest your team needs we suggest you book the evening before the tournament.
Q. What if my team doesn’t make it to the next level and we need to check out early?
A. Most hotels will not allow an early check out without a penalty. Hotels have held your block of rooms and taken them off the market and guaranteed the lowest group rate depending on the amount of room nights you have contracted. We suggest you read the hotel’s policies.
Q. Am I guaranteed one of my top choice hotels?
A. Due to availability and timing you may not be placed in one of your top choice hotels. Although we will make every effort to accommodate each teams requests.
Q. What if I don’t know the location of our game? How do I choose the right hotel location?
A. Because we ask that the Housing process start immediately after registration the schedule of games and locations may not yet be available. In this case we suggest that you choose the hotels that best fit your “wants” and “needs”. We have found that some teams don’t mind the extra miles if the hotel has everything they are wanting in amenities.
Q. Can reservation requests be taken over the phone?
A. Yes. Please call 888-433-4993, Option 1. We will return your call within 48 hours. Or you may fill out a “Contact Us” Form.
Q. Will my credit card be charged right away?
A. Unless it is specifically noted by the hotel credit cards will not be charged prior to the Tournament / Event.
Q. What if we have special requests?
A. We will do our best to assist with special requests. Please note the request in the designated area when making your room reservation. Hotels cannot guarantee but will do their best to accommodate.
Q. How do I get a different room type?
A. We suggest you make your room reservation through the link to guarantee a room. Once you receive your Hotel Confirmation number you may reach out to the hotel to see if they can add the room type and move your reservation. Higher rates may apply. For larger families two rooms may be the only option.
Q. Can I book the meeting space at the hotel?
A. You may contact the hotel directly to do this. Typically it is a first come first serve basis. Rental fees may apply.
Q. What is the standard cancellation policy?
A. Our standard policy is noted below. If your hotel has a different policy it will be noted on the Team Agreement (See your Team Coordinator) and the Room Reservation Agreement visible during the reservation process.
Teams may cancel up to 45 days prior to the Tournament without penalty.
Under 45 days – Hotel reserves the right to charge one night’s room and tax to each individual credit card.
Individuals within the team may cancel up to 72 hours prior to Tournament start date so long as the team block remains above 75% of the submitted rooming list. If the block falls below 75% then cancellation will be 45 days prior to Tournament start date. Cancellations can be made with the hotel after the specified due dates imposed by the hotel outlined above. Prior to the cut off date cancellations can be made using the Team Link in your confirmation email.
Q. What happens if the tournament is cancelled?
A. If the tournament is called by the Tournament Director for any reason no penalties apply. If you are already checked into the hotel you will be responsible for your stay until the following check out time. You can cancel the day of so long as you have not checked into the hotel.
Q. What happens if the weather is unpredictable?
A. Every effort is made to play. Rarely will a tournament be cancelled based on a “forecast”. If the tournament is not officially cancelled the team will be held responsible for any penalties outlined in the Team Agreement. See your Team Coordinator for details.