WHY WE USE HOTEL ROOM BLOCKS
When our team travels, we reserve a group of rooms at a partner hotel. This helps keep teams together, simplifies communication and logistics, and often provides better rates and more flexible policies than individual bookings due to market compression.
Using room blocks also helps us build and maintain strong relationships with hotels, which benefits the Association with better options, pricing, and availability for future seasons.
HOW ARE ROOM RATES ESTABLISHED
Hotel room rates are not fixed. They are dynamic and change based on supply, demand, and market conditions. Hotels use pricing systems that adjust rates daily, and sometimes multiple times per day.
MINIMUM STAY REQUIREMENTS
Some tournaments and high-demand weekends require a minimum night stay (for example, two nights instead of one). This is set by the hotel, not the Association. Agreeing to these terms often allows us to lock in lower nightly rates for everyone.
BOOKING OUTSIDE THE ROOM BLOCK
Families are encouraged to book within the block, as doing so helps the team meet its room commitment. If too many rooms are booked elsewhere, the team may lose group benefits for future events. Booking within the block provides group rates, team building opportunities, and easier communication if schedules change.
BEHAVIOUR AT THE HOTEL – PARENTS & ATHLETES
Hosting teams is becoming more and more difficult for hoteliers. While it provides business during often slower times, unwelcome behaviour is creating poor environments for employees and other guests. Including hotel incurring monetary and reputational costs to other guests who were disturbed.
Attending these tournaments, parents and athletes are representing the Nepean Knights organization. At the hotel we are guests and likely only a small % of the overall occupancy. Respecting other guests, hotel policies, hotel property and maintaining our own conduct is essential to maintaining a positive reputation for the Knights. While parents and athletes are expected to follow these guidelines, the coach is ultimately responsible for the team’s conduct in the eyes of the hotel and tournament organizers. We ask all families to work in partnership with the coach and coordinator to address concerns quickly and prevent issues from escalating
Each property will have different rules about alcohol consumption in public spaces – Which in many cases may mean it is not allowed. Failure to abide by the rule may result in being evicted or in extreme circumstances, trespassed from the property.
QUESTIONS OR SPECIAL SITUATIONS
We understand every family’s situation is different. Please reach out with questions about cost, stay length, or accommodations so we can help find solutions that work for both your family and the team.