Hotel Q&A
Q. Why can't we see a list of hotels prior to applying to the tournament or being accepted? Back to Top
A. In order to prevent overbooking of rooms, or teams booking rooms before they are accepted, we
will no longer provide a "public" list of hotels. These tournaments will use well over 7,000 room
nights in the Tampa Bay & Pasco Co. areas. It takes months of planning to hold these rooms for tournament use, and we will need every room possible in order to house everyone. We must be careful to not overbook rooms or hold rooms that will not be used. After years of tournaments and housing, we have found that teams will get the best choices for hotels by waiting until they have been accepted and apply for housing.
Q. When can we book our rooms? Back to Top
A. Once you receive your letter of acceptance into the tournament (NOT the letter of application confirmation) you will be able to apply for housing. You will not be permitted to get housing unless your team is accepted.
Q. How do we book rooms and how long does it take? Back to Top
A. As soon as you receive your confirmation of acceptance into the tournament, you will need to apply
for housing. The process goes very quickly, generally it takes the longest for the teams to gather
rooming list etc. You have no more than 14 days (this time frame will change as the tournament gets closer!) from initial contact with your choice hotel to provide them with all of the information they need. Once you apply, you will receive more info. This timeline will become shorter as the tournament approaches and is subject to change. **Please note this timeline changes as the tournament draws closer.. your housing assignment email will give your exact timeline. Nothing supercedes the timeline in that email.
Q. Can each parent call in individual reservations & credit cards? Back to Top
A. NO! Each team will have one representative that takes care of housing for the entire team and family
members attending etc. That person, the Logistics Contact, will be in charge of gathering credit
card information, rooming list, etc. Individuals will NOT be able to contact the hotels for reservations with The Score Tournaments. Again, this is done to cut down on confusion and overbooking. The hotel sales contact will only be able to make reservations or discuss team reservations with one person per team.
Q. How far from the fields will our hotel be? Back to Top
A. All of the hotels are within a 35 mile radius of the soccer fields. Most hotels are "mainly highway" to the fields due to how the area is set up. PLEASE DO NOT EMAIL US AND ASK US HOW FAR A PARTICULAR HOTEL IS FROM THE FIELDS, you should easily be able to access addresses to both locations and use mapquest or some other mapping site to find out distance.
Q. How much are the hotel rooms? Back to Top
A. The average price of hotel rooms this year is $112-115. Many include breakfast and extras. Please understand, some of these hotels do not "normally" include breakfast with thier room rates, but we have negotiated that breakfast be included in some cases to satisfy the demand for "hotels with breakfast".
Q. When do we have to book our hotel rooms? Back to Top
A. You must have your initial contact and housing request form filled out within 3 days of acceptance into the tournament.
Q. What if we don't want to book through the Tournament? Back to Top
A. In order to even apply to the tournament, the coach, manager, or whoever filled out the online application had to agree to use our booking process and book through the tournament.It is a requirement for playing in the tournament that you've booked your hotel through us, and follow our process. We do track and follow through with all reservations and room blocks. We stay in very close communication with the hotels to ensure this is done properly. If you do not want to go through us to book your rooms, please inform us immediately of your withdraw from the tournament.
Q. What & who is a logistics contact? Back to Top
A. The logistics contact, frequently the Team manager, is the only person that should be handling the
communication between the hotel and team. It is the responsibility of the logistics coordinator to pick the hotel,
communicate hotel policies, contracts etc to the team. It is also their responsibility to follow through
with hotel booking processes through us.
Q. Who will see our credit card numbers and personal information? Back to Top
A. You will be required to use our Rooming List form. However, only yourself and the hotel will be privy to credit card information on it. This form will be sent directly from you, the team logistics coordinator, to the
hotel contact/ sales person. Since we do require that only one member of the team is in charge of
gathering credit card and rooming list information, please rest assured, we will never personally have
this info. PLEASE DO NOT EVER SEND ROOMING LIST AND OR CREDIT CARD INFORMATION DIRECTLY TO TOURNAMENT LOGISTICS. THIS INFO WILL GO ONLY TO THE HOTEL FROM YOU DIRECTLY.
Q. How many rooms can our team book? Back to Top
A. We allow however many rooms you feel you need, however we do adhere to a strict timeline in order to release rooms you will not end up using and to provide fair housing for ALL teams.
Q. What about guest players? Back to Top
A. You are permitted to have 1 or 2 rooms listed as "guest player" and can wait until (up to) Feb. 3, 2012 to provide the actual names and credit card info.
Q. What if we decide to switch hotels for some reason? Back to Top
A. If there is an issue arising that makes you want to switch hotels, you must contact us directly ASAP.
Please keep in mind at all times, you are required to book your hotel rooms through us and we are
happy to assist every step of the way. We screen every hotel that we use for the tournaments, and
have personally visited almost every one of them. We are very confident in the hotels ability to
handle our reservations etc, but should something happen, please let us know!
Q. What if we have problems during the tournament at our hotel? Back to Top
A. Though most instances are between the team and hotel, we ask that you inform us immediately if
there are any issues on property during the tournament. The tournament logistic coordinators are
always available before, during and after tournaments. If a problem arises DURING the tournament,
there will be access to our cell phone numbers listed here as well as the contact page. We can only
help if we know what is happening, please do not hesitate to let us know.
Q. What is the penalty for early check out? Back to Top
A. Every hotel, every room has a two (2) paid night min during the tournament. There are no penalties for early check out as long as you have stayed the required 2 paid night min. Early check out MUST be done by 11am EST at all hotels for each room. This is based "per room".
Q. Is there a deposit required for rooms?
A. YES. This charge occurs before arrival and is for two room nights + taxes and/or fees.
Deposits for any and all rooms will take place on Feb. 9, 2012 12:01am EST. Deposit if for two full nights plus taxes.
SCORE at the Shore, Winter Event, Feb. 2012 - 2 day deposit charge will go on each credit card for each room.
Q. What is the penalty for canceling reservations? Back to Top
A. Even though every hotel, every room has a two (2) paid night min during the tournament, A cancelled reservation after the date and time listed below will result in the full 2 day cancelation charge. A "no show" at the scheduled check in forfeits the 2 night deposit/ min. Rooms canceled prior to time below will receive no penalty or deposit.
The deadline for cancelations to avoid charges - Feb. 8, 2012 at noon EST.
1. The cancelation MUST be in writing via email.
2. This email must include the name and confirmation # of the room(s) to be canceled.
3. The email must be sent from the assigned team logistics contact to the assigned hotel contact on property. You must copy Shannon@thescoretournaments.com as well.
Please, for your own records, make sure you have received a confirmation of cancelation from the property.
Q. But.. that's not what the hotel website said... Back to Top
A. Again, hotel website's are aimed at individual reservations etc. Group reservations, contracts and can-
cellations are completely different. You can not randomly call the front desk and get the answers to
questions that pertain to groups. You must call and speak to the sales person / hotel contact name
that we provide for you.
Q. What is the difference between a "Full Service" & "Limited Service" property? Back to Top
A. A full service property will have a restaurant on property. They generally offer on-site Internet access,
a business center, and a small shop. A limited service property does not offer an on-site restaurant.
Q. Is Tournament Logistics a travel agency? Back to Top
A. No, Tournament Logistics IS part of The Score Tournaments. If you are talking to someone with TL you are actually speaking to an employee of TST. TST has taken great pride in handling the logistics for their
own tournaments for years. We take great pride in the fact that we personally visit the properties, speak
to the hotel sales reps and personally get to help the teams with this process.
Tournament Q&A
Q. How do I get information for the The Score Tournaments? Back to Top
A. Please visit www.TheScoreTournaments.com for information not pertaining to tournament logistics.
Travel Q & A
Q. How do I find & use the Rental Car discount? Back to Top
A. Rental car discounts will be available soon!
Q. Does the tournament offer discount air fare, charter buses etc? Back to Top
A. Airlines no longer seem willing to give group discounts so we do not have an agreement with any for the tournaments. Feel free to check out some of the optional links we have provided here for further help.
Hotel Q&A
Q. Why can't we see a list of hotels prior to being accepted into the tournament? Answer
Q. When can we book our rooms? Answer
Q. How do we book rooms and how long does it take? Answer
Q. Can each parent call in individual reservations & credit cards? Answer
Q. How far from the fields will our hotel be? Answer
Q. How much are the hotel rooms? Answer
Q. When do we have to book our hotel rooms? Answer
Q. What if we don't want to book through the Tournament? Answer
Q. What & who is a logistics contact? Answer
Q. Who will see our credit card numbers and personal information? Answer
Q. How many rooms can our team book? Answer
Q. What about guest players? Answer
Q. What if we decide to switch hotels for some reason? Answer
Q. What if we have problems during the tournament at our hotel? Answer
Q. What is the penalty for early check out? Answer
Q. Is there a deposit required for rooms? Answer
Q. What is the penalty for canceling reservations? Answer
Q. But.. that's not what the hotel website said... Answer
Q. What is the difference between a "Full Service" & "Limited Service" property? Answer
Q. Is Tournament Logistics a travel agency? Answer
Tournament Q&A
Q. How do I get information for theTournament? Answer
Travel Q & A
Q. How do I find rental cars? Answer
Q. Does the tournament offer discount air fare, charter buses etc? Answer
Once your team receives an acceptance letter into the tournament, you are able to apply for housing by picking the appropriate link below. We look forward to assisting you!
