Your Event, Our Solution
Book Your Block takes pride in offering an onboarding process that is incredibly simple and user-friendly. Submit your event details, including your Stay-To-Play policy preference, using just one easy link. Our form is fully customizable to fit the specific needs of your event and housing requirements.
Once you click submit, we handle the rest, ensuring your Stay-To-Play policy is set up for success. We ensure teams can stay together in one convenient location close to the venue. Group leaders can secure a block of rooms without dealing with hotel contracts or penalties for unreserved rooms.
Book Your Block personally visits and inspects partner hotels. We share these experiences with group leaders and athlete families to ensure each group finds the perfect location with all the desired amenities and comforts. In addition to this, all guest rooms in each hotel block are offered at the same rate, so athlete families in the group all pay the same amount regardless of when they book. The Book Your Block system is unique and avoids the traditional hotel booking model that raises room rates as more rooms are booked and inventory decreases.
Weekly Violator Reports
Book Your Block offers an exclusive 'Weekly Violator' report, providing valuable insights into teams not complying with your Stay-To-Play policy. This report identifies which teams are not adhering to the lodging policy, allowing you to follow up with the group leader to encourage booking.
Teams become violators after ignoring several attempts from us via phone and email to set up their hotel group block. Our system logs these attempts and sends them to you, ensuring full transparency about our efforts to secure lodging for the group.
Book Your Block understands that there may be circumstances where you need to exempt a team from the policy. We’ve created a simple exemption request form for this purpose. You can submit the online form in minutes, and it is immediately sent to the tournament director for review.
To keep things running smoothly and ensure everyone has a place to stay, many event organizers use a “Stay to Play” policy. This means all hotel bookings must be made through the official tournament site, such as Book Your Block. This policy ensures smooth travel logistics for clubs, teams, and athlete families. With hundreds of teams attending a tournament, it’s essential to plan and secure enough rooms in advance. It’s all about making travel arrangements as seamless as possible!
A well-coordinated Stay-to-Play program encourages hotels near the venue to become partners, as they are guaranteed full utilization of their room blocks. This approach not only maximizes occupancy for our fantastic hotel partners but in turn provides attendees with a diverse range of accommodation options. Participating hotels agree contractually to offer the lowest available rate, ensuring attendees won’t find a lower flexible rate for the same dates. We even negotiate to include special amenities that might not be available if booked elsewhere, such as complimentary parking, breakfast, and discounts to on-site restaurants.This setup creates a win-win situation for both attendees and hotel partners!
Seamlessly Set Up & Track Your Stay To Play Policy
By facilitating team lodging, you can also earn attractive rebate commissions on hotel bookings. Book Your Block and its hotel partners offer a rebate per guest for each room night booked, creating a fantastic supplemental revenue stream from cumulative reservations. For example, if your event generated 1,000 room nights with a $15 rebate per room night, you would receive $15,000 from Book Your Block within 30 days of the event ending. Contrary to common misconceptions, these rebates are not just about boosting profits; they’re a great way to grow events by minimizing expenses. Mark Shearer, CEO, explained, "Rebates aren't just about increasing profits; they’re essential for minimizing expenses and growing events. The rebate amount varies by event and market to help us find the right partners. A successful lodging program focuses on getting the best hotels close to the venue, and the job of Book Your Block is to communicate these lodging opportunities and convert attendees. Our technology enhances conversion rates, which generates additional revenue for the rightsholder."
The Benefits Of Stay-To-Play
With our automated communication network and extensive data tracking, we provide comprehensive real-time lodging status for every team registered for your events. Our ability to monitor teams across all your events and work with you to guide teams into room blocks significantly boosts room revenues, ensures full utilization of allocated hotel room blocks, and enhances prospects for grant funding from the community. Mark Shearer, CEO, said, "Stay-to-play is often misunderstood because not all organizers push for the lowest available rate guarantee for attendees. However, for a large tournament requiring thousands of rooms, stay-to-play is essential. It prevents spikes in room rates by locking in and freezing rates. Without it, rates could fluctuate on the open market, making hotel stays unaffordable for some families."
CVBs and sports commissions can leverage this data to encourage municipalities, sponsors, and potential funders to support these events, essential for the growth of your future events.
A Stay-To-Play policy streamlines hotel bookings for events by requiring participants to reserve accommodations within a designated block. This approach facilitates smooth logistics and maximizes revenue by securing sufficient inventory for anticipated guest volumes during peak periods. It minimizes risks of overbooking and shortages while providing price stability. Additionally, the policy ensures effective room utilization, benefiting both hotels and event organizers. Overall, it’s a fantastic strategy for a seamless event experience and success.
Book Your Block is proud to stand out as the only event housing company offering this level of Stay-To-Play tracking and monitoring. Book Your Blocks offers a turnkey event lodging solution, making it easier than ever to take control of your event housing. Have questions or want to learn more about our features and services? Schedule a call using the link below.
