Toledo Volleyball Club
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2008 Hotel Booking Policies and Procedures 1. All Hotel rooms needed by the National and Mizuno Teams will be booked by Amy Gray, TVC hotel coordinator. 2. All hotel rooms needed by all teams attending the OVR Regional Championship in May will be booked by Amy Gray. 3. All hotel rooms needed by the Early Bird Teams will be booked by Amy Gray. 4. Parent Reps of the Club and Blue teams will be responsible for securing any hotel rooms for their teams for individual tournaments other than the OVR regional championship. Amy will work with the parent reps to assist in this endeavor but ultimate responsibility rests with the parent reps. Amy will facilitate coordination between the parent reps when there is more than one team attending a tournament in a city. 5. Players MUST stay in the team hotel for all qualifiers and the OVR bid tournament. This is a club policy. If parents want to make alternate arrangements, that is fine, but the player must stay with another player under parental supervision. No players regardless of age, are to be left unsupervised in any hotel. 6. Hotels are booked for the night before play with check out the last day of play. Regardless of whether the team is playing in an AM Pool or a PM Pool, they will be expected to be checked into the hotel by 10:00 p.m. the night before play. There will be a team meeting at 10:00 p.m. in the hotel lobby with the coach to go over playing and officiating responsibilities (This is for National Qualifiers and the OVR bid tournament) 7. For two day tournaments, the hotels are booked for Friday and Saturday night. For one day tournaments, the hotels are booked for the night before play. Reservation Procedures: 8. Once the tournament schedule is finalized, we will release the list of hotels booked. Parents will be asked for their rooming needs and a reservation will be made based on that request. PARENTS WILL BE ASKED TO FILL OUT A HOTEL REQUEST FORM ON THE WEB SITE. HOTEL REQUEST DEADLINES AND CANCELLATIONS WILL BE POSTED ON THE WEB SITE UNDER TOURNAMENT SCHEDULE. PLEASE DO NOT CALL THE HOTELS DIRECTLY FOR ANY RESERVATIONS OR CANCELLATIONS! PARENTS MUST FILL OUT THEIR HOTEL REQUEST FORM ON LINE FOR THEIR SCHEDULED TOURNAMENT. THIS IS TO BE DONE THROUGH AMY GRAY ONLY AND NOT WITH THE HOTEL! 9. Because we are required to work through housing bureau’s set up by the qualifier tournament director’s, there are very strict deadlines for making and canceling reservations. This is not a situation where there is a 24 or 48 hour cancellation policy. For that reason, once the cancellation deadline has passed, we will not be able to accept any cancellations. 10. When booking rooms for the qualifiers, Amy attempts to find hotels within walking distance to the playing site. While these rooms are more expensive, we find that the convenience of not having additional parking/travel requirements often offsets the expense. 11. Parents and players are encouraged to share rooms whenever possible. 12. All reservations and cancellations need to be made directly with Amy and not the hotel. Parents will be asked to provide a credit card number to hold their reservation. Many of the hotels will charge the first night’s rate when Amy supplies the rooming list to the housing bureau. 13. Hotel Information will be available on the web site and will include group rates, breakfast time, maps to the hotel and the playing site. Shuttle information to and from the airport if applicable and parking information will also be included. Please download this information and print it out. 14. The Parent Reps will have rooming lists and any pertinent information regarding the hotel should there be any problems at check-in. They should contact Amy directly with any issues. If you have any questions about the hotel policies, please contact Amy Gray at amygray@buckeye-express.com or 419-867-3631. Thank you for your cooperation.
Hotels Currently Booked for the 2007-2008 Season MEQ NEQ MEQ OVR BID NORTHERN LIGHTS QUALIFIER OVR Regional Championship WISCONSIN DELLS NATIONALS TBA Dallas, Texas
Hotels for other Tournaments TBA UNDER TOURNAMENT SCHEDULE RATES DO NOT INCLUDE TAX**
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