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Terminology For Traveling Sports Teams

Every industry has a library worth of words that are specific to them. Outside of that sector, these words can seem cryptic and confusing. Booking a hotel room for your upcoming tournament can seem daunting and confusing if you can’t easily understand the terminology. So we’ve created a glossary for commonly used hotel lingo for you to better understand some of the terms. Hopefully, this allows you to get the room you need without all the confusion.

Hotel Terms Glossary:

Block (Room Block) – A block is a group of rooms, generally 10+, being held aside to book at a later time. The benefit of a room block is that it will ensure your team members, friends and family have a place to stay together during your tournament. This will save you time sourcing individual accommodations.

Block Expiry – The block expiry is the time duration put onto a room block which allows you to hold rooms while you finalize your stay. These are usually not longer than 10 days. Once a room block expires, those rooms will be released to the general public and you may lose out on the accommodations you wanted.

Cut Off  – The date when our contract with a hotel partner ends. No additional rooms can be booked after this point without the hotel’s permission. However, you are still able to make changes to your reservation after the cut off like cancel or remove room nights, or change the name of guests.

Contract – This refers to the hotel contract that you agree to upon making a reservation. It pertains to the cancelation policy and the hotel policy along with the specific requirements of your reservation.

Hold vs Reservation – A hold is often used interchangeably with blocking because you’re holding a block of rooms to be reserved.These are made at no cost to you and can be established via the Hotel Feed. A reservation is where you put a deposit down on accommodations. Typically, if you need more time to decide on a reservation, you can put rooms on hold while you finalize your stay without losing the opportunity to stay at a certain hotel.

Inventory – Inventory is the number of rooms available for a hotel to sell or distribute across all channels. An inventory list makes it possible to control what type of rooms and how many are made available to a particular market segment.

Lock Date – The absolute final point in our contract with a hotel. After this point, no cancellations or changes can be made without a penalty by the hotel. This is usually the same date as the “Individual Cancellation Policy”. After the lock date, all changes must go through the hotel directly.

Procurement – By definition procurement means to attain. This is not specific to hotels but in our situation it is. We work to procure the rooms, time duration, and prices that go along with your reservation.

Reservation – A reservation is when you put in a request for accommodations at a hotel. It details the dates of your check-in/out, the hotel you’re staying at, the room type and special requests, and the total costs. This guarantees that when you show up to your hotel there will be accommodations set aside for you.

Room Block Request – This is when you put in a request for a block of hotel rooms. These are sometimes made instead of a block when the inventory has not been procured yet or if the hotel partner is in a busy season and has limited inventory.

Room Night – One night of a guest staying at a hotel.

Stay-to-Play – At certain tournaments, traveling teams must stay at a hotel through the EventConnect system in order to play in the tournament. This is determined by the Tournament Director

Shoulder Nights – Additional nights added to a reservation on either side of the original stay (Typically the 3 nights before or 3 nights after)

These are a few of the most commonly used terms in the hotel industry that we find can cause misunderstanding. We hope that this glossary provides some clarity when you’re sourcing accommodations for your events. This list will be updated as new terminology is added to our lexicon of event management.

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