Reading this form is guaranteed to enhance your happiness.

  1. Completing your team rooming list (TRL). A TRL, which is available on our website once you’ve registered by filling out the application for a tournament, must be filled out in its entirety before  a hotel can be assigned. Substitute forms will not be accepted.
  2. If you only partially fill out your TRL and want to return at another time, please fill in the information you have and click the save button at the bottom of the form. After completing your TRL, please click the save button and then the submit button at the bottom of the form. This will notify us that your form has been completed and is ready for assignment. Once you click the submit button, you will not be able to edit your TRL unless you contact our office. At that time we will change the status of the TRL to incomplete and you may edit your TRL.
  3. You will notice on the TRL form an area to list the person the hotel will provide a comped room  should your team qualify. This is determined by the number of rooms occupied each night (please  see our discount flyer for details). The person listed in this area must also appear on the TRL in the  area requiring names, the number of people in the room, arrival and departure dates and a credit card number and expiration date.
  4. Once your team has been assigned to a hotel you will no longer be able to edit your TRL. Upon assignment you will be notified by e-mail of your hotel, along with the hotel contact, phone  number, and e-mail address. At this time any changes to your list will need to be addressed with the  hotel contact.
  5. Regardless of the intended method of payment, rooms must be reserved with a valid credit card number.
  6. Teams requesting lodging at the same hotel with other teams should indicate this in the space  provided on the TRL. To expedite this process it would be helpful if the teams you wish to lodge with  pick the same hotels as you and that all forms requiring group placement are received at least 45 day  prior to the tournament weekend.
  7. Rooming list changes, as well as special requests regarding your team’s room block, should  only be coordinated through your hotel contact person, once we have notified you of your hotel assignment by e-mail . All hotels do attempt to keep each team’s  block as close together as possible. Please note that the majority of hotels are not configured with a  single room type on each floor. If it is important to have everyone from your team on one floor,  please request this desire from your hotel contact. This may require that you mix doubles, kings w/  pullouts, kings, and suites to accommodate this request.
  8. Cancellations will be accepted by the hotel by noon on Monday the week of the tournament. Individuals not canceling with sufficient notice will be considered a “No Show” and will be charged for  1 room night plus tax. Please understand that hotels are businesses and that your hotel request has taken a room out of their inventory and is not for sale. Cancelling your room without sufficient time to resell it is your responsibility.
  9. Early departures will be subject to a $40.00 (U.S.) Fee (i.e. checking out prior to the date of departure as stated on your TRL).
  10. At check-in (regardless of the method of payment) a representative from each room should leave a credit card imprint to cover any incidental charges (I.E. – Phone calls, room service, movies, etc.) incurred throughout the weekend.
  11. Check-in times vary from hotel to hotel. Once you receive contact information from our office, you should contact your hotel if early check-in is required. However, during periods of high occupancy, rooms may not be available upon arrival. All rooms are guaranteed for late arrival if proper credit card information is provided.
  12. Most rooms are equipped with either two standard beds or a king-size bed with a pull-out sofa. However, in an effort to accommodate as many teams as possible with their hotel of choice, your hotel may occasionally assign rooms equipped with a king bed to parties listing a parent and player only. Please be sure that your TRL accurately reflects how many parents and kids will be in each room.
  13. Roll-a-ways/cots and cribs are available at most hotels. We recommend that you contact the hotel prior to your team’s arrival to finalize these details. Additional charges may apply.