Regatta Sports Housing Room Block Setup

For each tournament/event, Regatta creates a unique booking site that shows the available hotels, rooms, and rates. The link

will take the orgnanizer to the screen shown below to help them start the process of selecting a hotel and specifying their

rooming needs. Select “Create customized block of rooms” to start the process.

Hotel Selection Screen for the Organizer Setting up a Team Room Block:

If an organizer selects “Create a customized room block,” they are taken to the below page to select their hotel.

Clicking on any of the hotel pictures or the name of the hotel will provide additional details about the particular property

such as amenities, location, room types, and property photos.

When an organizer clicks on the “Reserve Room Block” button for the hotel of their choice, they will be able to see how

many rooms the hotel has available for their dates.

Room Block Set-up

Room blocks can be customized by number of rooms and room types needed by day. This per day specificity allows

organizers to tailor their room blocks in the most cost effective manner, taking into account that pre and post event

room requirements may differ from the main event dates.

Once the number of room nights and room types by day have been input by the organizer, click the “Reserve Rooms”

button to confirm the room block selection and handle the checkout.

Room Block Confirmation and Check Out

The room block checkout screen, shown below, summarizes the rooms, room types, rates and dates being held for the organizer. A credit card is required in order to confirm the block of rooms. It is only used as a guarantee to secure the block, allowing the hotel to hold the rooms for the team. A $1 authorization charge is performed, but then refunded. Parents will be asked to secure their rooms with their individual credit cards from the link provided. If the organizer prefers to pay for all the rooms, they can check the box below highlighted in yellow. Generally, if this selection is chosen, the organizer sends a rooming list to Regatta who communicates this to the hotel and the hotel will charge the card on departure. If each parent or team member will be responsible for paying for their rooms separately, the organizer can enter a list of

emails in the section highlighted in grey below and these people will automatically receive an email providing them with

the link to finalize their reservation. The organizer can also just forward a copy of the email that they receive if they

don’t have everyone’s email handy.

Sample email sent to each team member or parent

Below is a sample email sent to the organizer after they complete the checkout screen. Typically, this email will be

forwarded by the organizer to any party who will be responsible for finalizing their own reservations and payment. This

email is automatically sent to all email addresses specified in the “Invitation Emails”.

Holiday Inn Express St. Jacobs 14 Benjamin Rd, Waterloo, ON N2V 2j9, Canada

Event: 2016

Volleyball

Canada

Championships

15U

Room

Block

owner:

Markham 15U Unity

You have been invited by Markham 15U Unity to book

your room for 2016 Volleyball Canada Championships

15U at Holiday Inn Express St. Jacobs. Please click

the link below to book your room. All reservations

must be booked using this link. PLEASE DO NOT

CONTACT THE HOTEL DIRECTLY FOR BOOKING.

Click this link to book on our secure web site:

http://bookings.sporttourismoffice.com/events/holiday-inn-express-st-jacobs/2016-volleyball-canada-championships-u15/C64C775C52BAA1BA6F8101E9

Room Selection Screen for team members, parents, or coaches

When a team member or parents click on the link provided in the email notification, they are taken to the hotel room

block that has been reserved for them. Team members, parents, or coaches can choose their dates, select the

appropriate room type and click “Book this Room.”

Room Selection Checkout Screen

Parents, team members or coaches who have completed the previous screen, and clicked “Book this Room,” will be

brought to the below screen if they are responsible for paying for the room. (For situations where all charges are going

to single card, this screen will not be presented after the room is reserved.)

Each person that books a room through the Regatta system receives an email confirmation with the details of their

booking.

**For any questions regarding set-up or how to amend a room block, contact Holly Settle with Regatta Travel Solutions: holly@regattatravel.com or 1-800-560-6647