WEST COAST ELITE TOURNAMENT STAY & PLAY FAQ's
What does a Stay-to-Play tournament mean?
The tournament offers discounted pre-negotiated rates at family friendly hotels within close vicinity of the tournament fields. Stay-to-Play tournaments require teams to stay at a Tournament Hotel and complete their reservations through our Sports Tournament Concierge in order to be scheduled in the tournament. Once the online tournament registration closes, a report is provided to the tournament of the teams that do not meet the Stay-to-Play requirements prior to setting the schedule.
What are the Tournaments Stay-to-Play requirements?
Each team is required to book a minimum of 10 total room nights (Example: 5 Rooms with a 2 Night Minimum). Friends and family traveling with the team can also book through our Sports Tournament Concierge and these room nights along with any rooms booked before or after the tournament dates at a Tournament Hotel count toward your 10 total room night minimum.
Do local teams have to reserve rooms at a Tournament Hotel?
No, local teams from the Greater Los Angeles, Greater Orange County, San Diego, and Inland Empire are exempt from the Stay-to-Play requirements.
HOTEL RESERVATIONS
Where can I find information on the Stay-to-Play Tournament Hotels?
http://www.sporttournamentconcierge.com/wce.html
When is the last day to book your hotel?
Generally one week before the event. As the deadline approaches, hotel availability decreases and hotel options become smaller. To avoid not being able to stay at your first choice hotel please have your coach or manager select your hotel and submit your rooming list to Sports Tournament Concierge as soon as you are accepted to the Tournament.
Can Teams or fans check-in prior to the Tournament or stay at the Tournament Hotel after the Tournament is over?
Sports Tournament Concierge has secured a limited amount of rooms at pre-negotiated rates for teams that wish to stay additional nights outside of the Tournament dates. Please be aware that sometimes the rates will vary and may be more or less than the Tournament hotel rates.
Do Teams have to all stay at the same hotel?
No, we understand that not all families have the same accommodation requirements or budgets; therefore Teams are not required to stay at the same hotel as long as all reservations are made through Sports Tournament Concierge at a Tournament Hotel and the Team fulfills the Stay-to-Play minimum room night requirement.
Should Teams wait to reserve their Hotel until the Schedule is published?
The schedule does not come out until after the hotel registration deadline; so DO NOT wait to reserve your rooms at a Tournament Hotel until the schedule is published. If you do so, then your team will not be put on the schedule. When online registration for the Tournament closes, a list of all teams that complied with the Stay-to-Play requirements is provided to the Tournament in order to create the Tournament schedule. Sports Tournament Concierge notifies all teams prior to the deadline if they have not met the requirements in order to assist them in making the required reservations; however is not responsible for teams who do not wish to comply with the Stay-to-Play requirements and do not get included on the Tournament schedule.
How do Coaches and Managers Reserve their Teams Room Block at a Tournament Hotel?
Once the Teams Tournament Hotel is chosen, click the Book Now button on the Tournament Hotels web page which will send you to the Teams reservation form. Coaches/Managers will be prompted to fill out the teams contact information, instructed to download the Tournament Rooming List Template which will ask for the Players name, check -in /check-out dates and room type requested as well as download the hotels Credit Card Authorization Form. Teams will upload the completed forms to the reservation form and agree to the Terms and Conditions on the form. Once submitted a Sports Tournament Concierge will be in contact with the team within 48 business hours to confirm availability as well as provide confirmation numbers and the reservation method for the players.
How do Teams make changes to the rooming list after our Teams Tournament Hotel is confirmed?
Teams can make changes to their registration without penalty under the following terms:
Changes are requested and confirmed by the hotel to Sports Tournament Concierge before the deadline of one week before the event.
If additional rooms are being requested that rooms are available within the Tournament block.
If cancelling, then the number of room nights remaining on the reservation still meets the Stay- to-Play requirements.
The credit or debit card provided by the Team or Player will be charged one nights' room and tax if reservation is not cancelled on or before one week before the event or if a guest does not show up for their reservation.
What does SOLD OUT or LIMITED AVAILABILITY means next to Tournament Hotel name on the Hotel Accommodations page?
If there are no rooms available or limited rooms remaining that under the Tournaments Room Block then we will place a “SOLD OUT” or "LIMITED AVAILABILITY" notification on the Hotel Accommodations page next to the hotels name. If you already have a confirmed room block at a hotel that is SOLD OUT then your rooms are reserved until the cut off date. Any rooms not paid for by a parent or coach will be released back to the hotel to avoid the team credit card on file to be charged.
What if a Team requires additional room to be booked under their current room block and the Tournament Hotel says SOLD OUT?
Contact Sports Tournament Concierge immediately at info@sportstournamentconcierge.com and we will be able to accommodate the request at the same rate as long as there is availability at the hotel.
Can I reserve my Teams rooms at a Tournament Hotel without submitting a rooming list of Credit Card authorization form?
No, if a team reserves their room at a Tournament Hotel without going through the Tournament reservation requirements, Sports Tournament Concierge is authorized to release the unaccounted for hotel reservations back to the hotel. The hotel requires a payment method on file in order for us to move the teams requested rooms out of inventory. If a credit card authorization form is not provided when the rooming list is submitted by the team, the rooms are not guaranteed and if another team submits all of the proper forms prior then they have first right to the rooms available in the Tournament Hotel room block.
How do families pay for their individual room reservation under their teams room block at a Tournament Hotel?
Payment methods vary by hotel and instructions will be provided to the Team Manager or Coach once their team's room block has been confirmed at a Tournament Hotel to assist Parents and Fans reserve their rooms.
What does a Stay-to-Play tournament mean?
The tournament offers discounted pre-negotiated rates at family friendly hotels within close vicinity of the tournament fields. Stay-to-Play tournaments require teams to stay at a Tournament Hotel and complete their reservations through our Sports Tournament Concierge in order to be scheduled in the tournament. Once the online tournament registration closes, a report is provided to the tournament of the teams that do not meet the Stay-to-Play requirements prior to setting the schedule.
What are the Tournaments Stay-to-Play requirements?
Each team is required to book a minimum of 10 total room nights (Example: 5 Rooms with a 2 Night Minimum). Friends and family traveling with the team can also book through our Sports Tournament Concierge and these room nights along with any rooms booked before or after the tournament dates at a Tournament Hotel count toward your 10 total room night minimum.
Do local teams have to reserve rooms at a Tournament Hotel?
No, local teams from the Greater Los Angeles, Greater Orange County, San Diego, and Inland Empire are exempt from the Stay-to-Play requirements.
HOTEL RESERVATIONS
Where can I find information on the Stay-to-Play Tournament Hotels?
http://www.sporttournamentconcierge.com/wce.html
When is the last day to book your hotel?
Generally one week before the event. As the deadline approaches, hotel availability decreases and hotel options become smaller. To avoid not being able to stay at your first choice hotel please have your coach or manager select your hotel and submit your rooming list to Sports Tournament Concierge as soon as you are accepted to the Tournament.
Can Teams or fans check-in prior to the Tournament or stay at the Tournament Hotel after the Tournament is over?
Sports Tournament Concierge has secured a limited amount of rooms at pre-negotiated rates for teams that wish to stay additional nights outside of the Tournament dates. Please be aware that sometimes the rates will vary and may be more or less than the Tournament hotel rates.
Do Teams have to all stay at the same hotel?
No, we understand that not all families have the same accommodation requirements or budgets; therefore Teams are not required to stay at the same hotel as long as all reservations are made through Sports Tournament Concierge at a Tournament Hotel and the Team fulfills the Stay-to-Play minimum room night requirement.
Should Teams wait to reserve their Hotel until the Schedule is published?
The schedule does not come out until after the hotel registration deadline; so DO NOT wait to reserve your rooms at a Tournament Hotel until the schedule is published. If you do so, then your team will not be put on the schedule. When online registration for the Tournament closes, a list of all teams that complied with the Stay-to-Play requirements is provided to the Tournament in order to create the Tournament schedule. Sports Tournament Concierge notifies all teams prior to the deadline if they have not met the requirements in order to assist them in making the required reservations; however is not responsible for teams who do not wish to comply with the Stay-to-Play requirements and do not get included on the Tournament schedule.
How do Coaches and Managers Reserve their Teams Room Block at a Tournament Hotel?
Once the Teams Tournament Hotel is chosen, click the Book Now button on the Tournament Hotels web page which will send you to the Teams reservation form. Coaches/Managers will be prompted to fill out the teams contact information, instructed to download the Tournament Rooming List Template which will ask for the Players name, check -in /check-out dates and room type requested as well as download the hotels Credit Card Authorization Form. Teams will upload the completed forms to the reservation form and agree to the Terms and Conditions on the form. Once submitted a Sports Tournament Concierge will be in contact with the team within 48 business hours to confirm availability as well as provide confirmation numbers and the reservation method for the players.
How do Teams make changes to the rooming list after our Teams Tournament Hotel is confirmed?
Teams can make changes to their registration without penalty under the following terms:
Changes are requested and confirmed by the hotel to Sports Tournament Concierge before the deadline of one week before the event.
If additional rooms are being requested that rooms are available within the Tournament block.
If cancelling, then the number of room nights remaining on the reservation still meets the Stay- to-Play requirements.
The credit or debit card provided by the Team or Player will be charged one nights' room and tax if reservation is not cancelled on or before one week before the event or if a guest does not show up for their reservation.
What does SOLD OUT or LIMITED AVAILABILITY means next to Tournament Hotel name on the Hotel Accommodations page?
If there are no rooms available or limited rooms remaining that under the Tournaments Room Block then we will place a “SOLD OUT” or "LIMITED AVAILABILITY" notification on the Hotel Accommodations page next to the hotels name. If you already have a confirmed room block at a hotel that is SOLD OUT then your rooms are reserved until the cut off date. Any rooms not paid for by a parent or coach will be released back to the hotel to avoid the team credit card on file to be charged.
What if a Team requires additional room to be booked under their current room block and the Tournament Hotel says SOLD OUT?
Contact Sports Tournament Concierge immediately at info@sportstournamentconcierge.com and we will be able to accommodate the request at the same rate as long as there is availability at the hotel.
Can I reserve my Teams rooms at a Tournament Hotel without submitting a rooming list of Credit Card authorization form?
No, if a team reserves their room at a Tournament Hotel without going through the Tournament reservation requirements, Sports Tournament Concierge is authorized to release the unaccounted for hotel reservations back to the hotel. The hotel requires a payment method on file in order for us to move the teams requested rooms out of inventory. If a credit card authorization form is not provided when the rooming list is submitted by the team, the rooms are not guaranteed and if another team submits all of the proper forms prior then they have first right to the rooms available in the Tournament Hotel room block.
How do families pay for their individual room reservation under their teams room block at a Tournament Hotel?
Payment methods vary by hotel and instructions will be provided to the Team Manager or Coach once their team's room block has been confirmed at a Tournament Hotel to assist Parents and Fans reserve their rooms.
