Q. What is Stay to Play?
A. Stay to Play is a policy that requires anyone needing overnight accommodations to book rooms using approved partner hotels as a condition to play in a tournament. Impact Housing coordinates and contracts with these hotels for a smooth and seamless process. Benefits to the teams / participants are lowest group rates guaranteed, cancellation protection and better coordination with hotels who are familiar with our services.
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. How many rooms should I book?
A. We will secure an approximate number of rooms for your team. Any rooms not picked up by the teams cut off date will go back into inventory. Of the rooms that have been booked by your team 75% or a minimum of 8 per team (whichever is higher) of your final rooming list is expected to show at the hotel. This does allow for a few cancellations (depending on your initial rooming list count) prior to the tournament.
Q. Can I find my own hotel?
A. No. Our Tournaments / Events require all rooms be booked through Impact Housing. Our hotel partners are familiar with our services and event needs. In addition to the lowest group rate guarantee we have contracted particular terms with our hotel partners that protect our teams from tournament cancellation and age bracket cancellations. Also our group rates may include particular amenities that would not be included in rates advertised to the public.
Q. Is anyone exempt from the Stay to Play policies?
A. Only teams within 75 miles of the tournament location can be exempt with an approved waiver. The address on the registration will be used to determine distance.
Any team insisting on using a non partner hotel can pay a $300 fee which must be collected prior to issuing a waiver.
To submit a waiver click Waiver Request Form.
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 Housing Representative. By booking on your own you will jeopardize the teams minimum requirements which may result in penalties assessed to the team.
Q. Will my credit card be charged right away?
A. Yes. A $4.95 non refundable processing fee per room per night will be charged upon booking. The remaining balance will be charged at the hotels discretion. Typically upon check in or check out.
Q. What is the processing fee?
A. The processing fee covers the use of the booking software, changes related to your reservation and validates your credit card which guarantees your reservation. It is NON REFUNDABLE.
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 my team is within driving distance to the Tournament?
A. The only exception to the STAY to PLAY policy is an approved waiver. Teams within 75 miles of the tournament location can file a waiver. The address on the registration will be used to determine distance to the venue. No exceptions to this rule will be made. Click the Waiver Request Form.
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 used to book your room located in your confirmation email. Hotels must approve all changes and you will be notified once it is approved or declined. Changes will not be processed after the deadline outlined in your confirmation email. Keep in mind that the processing fee is non refundable. If you shorten your length of stay you will not be refunded any part of the processing fee charged at time of booking.
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. 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 submit a Change Request Form requesting a different room type. 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 their reservation up to 11:59 pm the Tuesday prior to the Tournament start date so long as the team block remains above 75% of the total rooms booked at the time of the block cut off or a minimum of 8 rooms per team remains, whichever is higher. If the block falls below 75% then cancellation will be 45 days prior to Tournament start date.
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.