Booking and managing all of the hotel rooms for your team or club may seem like a terrifying and pressure-filled process. As long as you keep on top of everything, it’s a fairly easy process!
One of the most important aspects of this entire process may not be something you would have thought of; it’s all about timing. Timing plays a huge factor throughout this entire process, and once you understand that, the easier your job will be. Booking hotels for tournaments is not something you want to do one month or a few weeks before an event. This needs to be handled and planned out months ahead of time. Booking agencies tend to coordinate with tournaments long in advance to prepare their hotels for the event. Waiting until months after they are released will leave you with little to no options. Preparing months in advance and getting your dates straight is even more important for lacrosse clubs participating in Stay-to-Play events.
Keeping everything organized and filed correctly will save you a lot of headaches and frustration. An up-to-date spreadsheet outlining events, dates, locations, teams, and everything else will help you easily identify and stay on top of everything. Take an ample amount of time weeks before the season starts to get as much information as possible laid out in front of you. Once you have everything set up and organized, it’s on to the next step.
Finding a Plan
Going into the hotel booking process blind or without a plan will lead to failure. When trying to get a large number of rooms or blocks, you need to know dates, timelines, and how everything works. Take time before the season to learn who will be the hotel booking agency, find out release dates, and know when you need to book. Don’t be afraid to reach out to the booking agencies directly. A lot of times they can provide you with the information you’re looking for, including release dates.
Managing and Tracking
Once you got everything straight, blocks reserved, and deadlines marked; you aren’t in the clear yet. There are two more big steps to ensure you, and your parents have the easiest process.
First, be sure to track those expiration deadlines. When using a booking agency, block reservations are only held for a short time. After about 1-2 weeks, most blocks will be released back to the public. This is not always the case, some tournaments and agencies give you a long window. But, be sure to note when that deadline is. You can always reach out and attempt to get extensions, but this is not always guaranteed. Some agencies have restrictions on their extensions or don’t offer them at all. Tracking those dates as well as how many rooms your parent’s book is important for moving forward in the process.
Secondly, is distributing those booking links and information. Once you reserve a block, you’ll receive a confirmation with all the necessary information for parents to book. Getting this information out to them can vary based on the club. Some prefer to post on their team pages like Teamsnap or LeagueApps. Others would prefer to post it on the website. Whichever option you chose, be sure to fully post all relevant information and have parents book as soon as possible.
When it comes to reserving coach’s rooms, most clubs like to give their staff a different option so they aren’t staying with all the teams and players. That’s not something required, you can always have coaches pull rooms from the reserved blocks. If you decide to have them stay elsewhere, the best thing to do is make sure you reserve with free cancellation. Booking months out and getting the cheaper non-flexible rate may seem great at the time, but you never know what could come up in the future. Booking the flex rate is going to be your best option, just be sure to set reminders to cancel ahead of time if needed.
As the season approaches and parents are all booked up, your job should be relatively complete. It will then just turn into a maintenance role. Helping parents with one-off rooms, and troubleshooting issues as they appear. The whole process may seem very daunting, but as long as you keep everything organized and marked, it’s a fairly easy process!
If you still feel that your hotel booking procedures are too much, Sports Office 365 are experts on the hotel booking process and can take that task off your hands!