Tournament travel is expensive. Between entry fees, gas or flights and hotel nights, a weekend can cost a family hundreds of dollars. Hotels are one of the biggest costs and the easiest to get wrong. Here is what coaches and team parents should know.
What is stay-to-play?
Many tournaments require teams to book rooms through an official hotel list. This is often called stay-to-play. Organizers say it helps secure room blocks and tournament funding. Read the rules before you book elsewhere, since teams that do not follow them can be penalized or dropped.
Ways to save on tournament hotels
- Book early. Official hotels fill quickly, and prices rise near the event.
- Compare official and nearby options. If the rules allow, a hotel a few minutes away may cost less.
- Use a team room block. A block keeps families together and may lower rates.
- Share rooms when possible. Larger rooms or suites can save per family.
- Check cancellation rules. Tournaments can change schedules, so flexible rates are valuable.
- Ask about free breakfast and parking. These add up over a weekend.
How a team room block works
A room block reserves a set number of rooms at a rate for your team. Families then book into the block by a cutoff date. Someone needs to track who is booked, handle changes and confirm that the hotel and the tournament requirements match. That job often falls to a team parent.
Turn travel into fundraising
Your team already has to book hotels. Through the 7220 Travel youth sports program, families book qualifying team lodging, and 50% of the commission 7220 Travel earns goes back to your club, gym or team. There is nothing extra to sell, and families book the lodging they already need.
Checklist for coaches and team managers
- Read the tournament’s hotel rules.
- Ask for the official hotel list and cutoff dates.
- Choose a team hotel or block and set a deadline for families.
- Collect rooming lists and special requests.
- Confirm cancellation and change policies.
- Share a one-page information sheet with parents.
Which sports use stay-to-play?
It is common in cheer, baseball, softball, hockey, soccer, volleyball and wrestling tournaments. Rules vary by event.
Common mistakes with tournament hotels
- Booking outside the official list and then discovering the team is penalized.
- Waiting until the schedule posts. The best hotels may be full by then.
- Not asking about cancellation. Tournament schedules and weather can change.
- Forgetting early check-in. Teams arriving the night before may need a late arrival note.
- Not tracking who is booked. A simple sheet avoids confusion at the cutoff date.
What to share with parents
- Tournament name, dates and location.
- Hotel name, address and rate.
- Booking deadline and how to book.
- Cancellation policy and contact person.
- Any team events or meeting times at the hotel.
If you are a coach or club director, you can learn more about the youth sports travel fundraiser or ask Dave about your team’s next tournament.
Frequently asked questions
Do I have to use the official tournament hotel?
If the tournament has a stay-to-play policy, usually yes. Check the rules, and ask the organizer if you are unsure.
Can a travel agent book tournament hotels?
Yes. An advisor can compare options, coordinate team blocks and help meet tournament requirements.
How can my club earn money from team travel?
Ask about 7220 Travel’s youth sports program, which donates 50% of the commission it earns on qualifying team lodging to your club.
Want help planning? Tell Dave about your trip for a free, no-obligation quote, or call 307-314-2517.
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