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Travel & Accommodations

Rooming List Due Dates

Now that hotel rooms are booked, there is one last accommodations related deadline to be aware of. 

Rooming lists are to be submitted to HTG by the deadlines listed below.

All RIM Events
  • Thursday Feb 6, 2025 by 5:00PM
All EY Events
  • Thursday Feb 13, 2025 by 5:00PM
 
Submitting Completed Rooming List
  • The link for submission can be found in your booking confirmation email from HTG. 
  • Access to the “Submit Complete List” Button is found on the team dashboard under the rooming list tab which can be accessed through the Hotel Confirmation email.
  • This gives HTG Permission to forward all reservation information to the hotel on your teams behalf.

If you have problems please contact cathy@htgsports.com


Individual Room Booking

As Team Bookings are now complete, HTG is opening up all leftover room blocks to parents/guardians of our athletes. Please follow the link below of your athletes event to book a room.

Event 1 Link 

Event 2 Link 

Event 3 Link 

Event 4 Link 

Event 5 Link

Event 6 Link 

Event 7 Link 


2025 - NEW Hotel Booking Process

The new Hotel Group Booking System has been designed to streamline the hotel booking process for Ontario Championships by removing the need to create an account within the HTG System, reducing the number of teams booking at the same time and allowing teams under 125kms to enter the booking process.

How Group System Works

Teams who have registered for each Ontario Championships event will be divided into multiple booking groups by the OVA. Each group will have different access dates and times to book hotel rooms through the HTG booking site. There will be up to three groups per event. A week after event registration closes, all groups will be listed on the OVA website.

GROUP 1

Group 1 will consist of all teams traveling over 400+ km one-way  to RIM Park or 550+ km one-way to the EY Centre, giving them priority booking. KM's are based on the club address to venue address.

GROUP 2 AND 3

All other teams will be randomly selected into booking groups 2 and 3 via the random number generator in Excel. The number of teams in each group will vary based on total event registration and number of teams required to stay as per the Stay to Play Policy (125kms+) and those teams that would still like to book even though they are under 125km. KM's are based on the club address to venue address.

TEAMS WITHIN 125KMS

Teams within 125 km of the venue are not required to book hotels but can enter the booking process if they want to book rooms. The deadline for teams to sign up for hotel booking was January 5, 2025, at 11:59PM. If you missed this deadline please contact cathy@htgsports.com


NEW THIS YEAR
 
TEAM UPLOAD TO HTG PORTAL

The OVA and HTG will be uploading each team along with the team’s hotel booking contact into the HTG portal. Each team contact must fill out this form located HERE by Wednesday January 1st to ensure HTG has your team's hotel booking contact email to send out the link when your team's timeslot opens. 

  • The email with your direct booking link will be sent to the contact’s email address you provided in the form above. 
  • If this person changes you must notify the OVA immediately to ensure booking links are emailed to the correct team staff.
HOTEL BOOKING LINKS

The hotel booking links will no longer be posted on the OVA website, it will be sent to you via email.

  • By doing the upload, OVA has eliminated the original first step of having to “set up your account within the HTG system”
  • You must add Cathy@htgsports.com to your safe sender list to avoid this email going to spam.
  • Please note that the email could take up to 5 mins from booking launch on your booking date for your assigned group.
BOOKING MULTIPLE TEAMS

Booking more than one team at a time will not be an option for this year, each team must be booked during the dates and times indicated below for their assigned group. The “book another team” option will not be available on the HTG booking system.

*Teams booking outside their assigned time will have their reservations canceled. 

IMPORTANT INFORMATION
  • The OVA will not send individual reminders. If you miss your booking window, you will only be able to book after all groups have completed their bookings.
  • Be prepared with a list of at least three preferred hotels to ensure a smooth booking process.
  • Teams must still meet the minimum night requirement outlined in the Stay to Play Policy.
  • Group assignments are final - teams cannot switch groups.
  • Clubs with multiple teams in a single event cannot book rooms all at one time. They must adhere to the timelines listed above. 
  • Initial room blocks are capped at 12 rooms, if your team requires more, please contact HTG post launch to be added to the waitlist for adding additional rooms to your block.
  • For more details and updates, bookmark the Hotel & Accommodations section on the OVA website.

Hotel Booking Blocks

Hotel Booking Groups for each event are now posted below. 

Please email Cathy@htgsports.com for any of these items:

  • If your team (under 125km) is not listed in either group #2 or #3 and you would like to book hotel rooms. 
  • If your team contact name listed needs to be updated.
Please Note:
  • HTG will only keep track of changes on the backend. The PDF files below will not be reposted with each change.
  • Any changes after 5:00pm on Thursday January 16th cannot be accepted

Hotel Booking Schedules


RIM PARK BOOKING SCHEDULE

RIM EVENT 1 RIM EVENT 2 RIM EVENT 3 RIM EVENT 4 RIM EVENT 5 Rooming Lists to HTG
Event Dates April 4-6, 2025 April 11-13, 2025 April 17-19, 2025 April 20-22, 2025 April 25-27, 2025
Event Participants 16UG & 4V4 BOYS TLS GIRLS 17UG GIRLS & TLS BOYS 15U, 16U & 17U BOYS 4v4 GIRLS, 18U GIRLS & 18U BOYS
Group 1 Booking Launch Monday Jan 20, 2025 10:00AM Tuesday Jan 21, 2025 10:00AM Wednesday Jan 22, 2025 10:00AM Thursday Jan 23,2025 10:00AM Friday Jan 24, 2025 10:00AM Thursday Feb 6, 2025 5:00PM
Group 2 Booking Launch Monday Jan 20, 2025 12:00PM Tuesday Jan 21, 2025 12:00PM Wednesday Jan 22, 2025 12:00PM Thursday Jan 23,2025 12:00PM Friday Jan 24, 2025 12:00PM Thursday Feb 6, 2025 5:00PM
Group 3 Booking Launch Monday Jan 20, 2025 2:00PM Tuesday Jan 21, 2025 2:00PM Wednesday Jan 22, 2025 2:00PM Thursday Jan 23,2025 2:00PM Friday Jan 24, 2025 2:00PM Thursday Feb 6, 2025 5:00PM

EY CENTRE BOOKING SCHEDULE

EY EVENT 1 EY EVENT 2 Rooming Lists to HTG
Event Dates April 24-26, 2025 April 27-29, 2025
Event Participants 15U GIRLS 6v6 BOYS and GIRLS
Group 1 Booking Launch Monday Jan 27, 2025 at 10:00am Tuesday January 28, 2025 at 10:00AM Thursday February 13, 2025 by 5:00PM
Group 2 Booking Launch Monday Jan 27, 2025 at 12:00PM Tuesday January 28, 2025 at 12:00 PM Thursday February 13, 2025 by 5:00PM
Group 3 Booking Launch Monday January 27, 2025 at 2:00PM Tuesday January 28, 2025 2:00PM Thursday February 13, 2025 by 5:00PM

If you have issues while completing the booking process, please contact Carrie Lynn Bonavia at clbonavia@htgsports.com


Stay to Play Policy

All travelling teams (125kms+/one way - CLUB ADRESS TO VENUE ADRESS) are required to book hotel rooms through Hudson Travel Group (HTG Sports) to be eligible to play. This policy is used to assist in actualizing the room night requirements for the OVA to receive discounted facility rentals as well as obtain grants through host cities to be able to afford large facility rentals.  Without Stay to Play, the OVA would not be able to obtain rentals for large facilities across Ontario.

See below for our full Stay to Play Guidelines and minimum number of room requirements.

Ontario Volleyball offers exemptions from the Stay to Play policy for individuals. Exemptions will be awarded on a first come first serve basis per individual and must be made before the application deadline.  An exemption will not be given to a team member if it places their team below the minimum number of rooms stated in the policy.

The CLUB ADDRESS will be used to determine KM's to the venue.

Stay to Play exemptions are now closed.

Instructions For Booking A Hotel

1) Your booking link will be emailed to you right after launch opening. Please note the link could take up to 5 minutes. Click on the booking link. This email (EMAIL #1) will come from cathy@htgsports.com (we advise that you continue to refresh your email and add Cathy’s email address in advance to your safe senders list). 

2) After you receive the email, click on “Login Directly” link at the bottom of the email. 

3) You can see the hotel options by clicking on the “bed” icon. Select your preferred hotel and input the number of rooms* & nights required. If you don’t need accommodation on Thursday night, please double check your date of arrival against date in booking link which is defaulted to the first day of each event.   If that date is not needed, then you will need to change the date before you book rooms.  

a. Also choose your 2nd - 5th alternate hotel choice to allow for faster turnaround time  

b. Individual and parent room requirements should be included in your block  

c. You can fill out the “comment” box for special requests/details  

d. Click Submit *If you require more than the maximum, please indicate this in the comments box at the time of your request. We will do our best to accommodate any additional requests based on a priority sequence once all teams are booked. 

*Any teams that have the same contact for more than one team per group per event, will get a booking link email FOR EACH TEAM THEY ARE ASSIGNED TO. Should you decide to change contacts, so you have a unique booking person assigned per team, please do so through Carrie Campbell at OVA. Ccampbell@ontariovolleyball.org.  

4) Check your email. HTG will confirm 1st hotel choice if available. If not, we will automatically confirm teams in one of their alternate hotel choices 2nd – 5th.  

a. Team will receive the “hotel confirmation” email (EMAIL #2) which indicates that their hotel is booked and confirmed.  

b. After the hotel has been confirmed, teams will be able to access their hotel booking through the “login directly” link attached to the Hotel Confirmation email. This will bring them to their own personal team “Dashboard” with all hotel information and rooming list access.  

c. Team will receive another email (EMAIL #3) from reservations@htgsports.com (we advise that you add this email address in advance to your safe senders list). with the “Rooming List Entry Link” that can be forwarded to any/all team members/parents to book and manage their own individual room. 

This will complete the booking of your block 

 

Notes

1. For large room requests (multiple teams from the same club) our priority will be to keep all rooms in the same property. This means you may end up with any of your hotel selections from 1 to 5. Our next priority will be to fit as many rooms in one hotel choice and the remaining in another one of your hotel choices 

2. Individual Parent room bookings – Can also use the “Rooming List Entry Link” email that can be forwarded to you by the Team Manager 

 

Post Launch Rooming List 

Email (email #3) containing rooming list entry link will be sent to you following confirmation of your hotel block. 

a. This email can be forwarded to any/all team members/parents to book and manage their individual rooms. Included within this email is your booking deadline. 

As of your noted deadline, any remaining rooms not allocated will be automatically released. 

 

Submit Completed Rooming List

By the booking deadline the team contact is responsible for reviewing the rooming list, ensuring all rooms are booked, and submitting the completed list. Access to the “Submit Complete List” Button is found on the team dashboard under the rooming list tab which can be accessed through the Hotel Confirmation email.

This gives HTG Permission to forward all reservation information to the hotel on your teams behalf.

Frequently Asked Questions

FAQ’s

1) How do I get to my dashboard to manage my bookings?

Click on your settings on the top right of the page, click on Dashboard.

2) How do I enter my room list?

a. Under My Events, Select the Event, Select the Team Name you want to add the rooming list to

b. Click on “Your Confirmation” button in the middle of the screen. A new page will open.

c. Click on “Rooming List”. At this point, you can enter your rooming list, one room at a time.

d. Click on one of your names and a new window will pop open

e. Click on Modify

f. Replace your contact details with the name of one athlete that is in that room

g. Enter your credit card details

h. To add remaining guests to room, please enter their names in the special comment box.

i. Click Save and Close

j. Window will close

k. Repeat process for other rooms

3) How do I not have to enter my credit card # for all of the teams in my block vs doing individually for all rooms?

a. You will receive an email from HTG called “Rooming List Entry link for Ontario Championships Volleyball (specific event name)

b. Click on “Login Directly”

c. Enter your name, email address

d. If you are not checking in the night before, make sure you adjust your check in date

e. Enter the # of nights

f. MAKE SURE YOU SELECT UP THE NUMBER THAT WOULD APPLY TO YOUR SPECIFIC NEEDS TO APPLY THE SAME CREDIT CARD TO

g. Enter your credit card details

h. Hit Submit

i. You will now need to assign the names to the multiple rooms you just applied the credit card to

j. Login to your dashboard

k. Under events, select the appropriate event and team

l. Click on “Your confirmation”

m. A page opens. Click on “Rooming List”

n. Click on the 1st room with your name and a window will pop open

o. You will see that credit card information is stored to this room

p. Click modify at the top of the page to change the room from your name to your athletes names

q. Remember to add all additional people from the room to the special request comments box

r. Click “Save and Close”

s. Repeat process until all rooms are updated

4) When is my room list due?

All RIM Park events (5 in total) are due Thursday February 6, 2025 by 5:00PM. Both EY Centre events are due Thursday February 13, 2025, by 5:00PM.

5) What happens if I don’t submit my rooming list by the due date?

All rooms in the block will be released back into inventory. DO NOT FORGET TO SUBMIT YOUR ROOM LIST TO AVOID LOSING ROOMS FOR YOUR TEAM!

6) How do I cancel my entire block for a team in one event?

a. Under your Dashboard, click on the event and the specific team name

b. Your confirmation page opens, click on “My confirmation” button in the middle of the page

c. A new window will pop up. Click on “Cancel Booking”

d. A warning message pop up opens with the following message “To proceed with the request select 'Proceed'. To cancel the request select 'Cancel'.”

e. Make choice and proceed

f. NOTE: IF YOU CANCEL THIS BLOCK, ALL ROOMS ARE RELEASED BACK INTO INVENTORY. ONLY USE THIS OPTION IF YOU ARE 100% CERTAIN YOU DO NOT NEED THAT BLOCK

7) How do I cancel a few rooms from my block?

Before Rooming List Submission – please email justask@htgsports.com After Rooming List Submission – please request through the individual room reservation email online or call 1-800-668-5596

8) How do I send a link to parents to add their credit card details and rooming list?

There is a link on your dashboard that allows to you send a link to parents directly (send “link for group”). You also have the option to email justask@htgsports.com or call 1-800-668-5596

9) As the Club Contact, why did I receive two emails when I booked a room?

a. The first email will be the booking confirmation email for your specific team and event

b. the second email is a rooming entry list

10) How do I login to my account if I lose my email with the direct login link?

Email justask@htgsports.com or call 1-800-668-5596

 

 

Travel Reimbursement

Team's who travelled 1,300+km (one-way) throughout the regular season and the Ontario Championships will be added into the yearly travel subsidy payout pool. The total travel subsidy amount available each year will be divided by all teams in the 1,300+km payout pool based on a team's travel. Please do not submit this form if your team falls under the 1,300km total as your team will not qualify for a reimbursement.

For example, let's say there is $100,000 in travel subsidy available and 85 teams travelled 1,300km+ one way totalling 127,500km. If the Blue Jays travelled 1,600km, their payout would look like this, (1,600 / 127,500) x $100,000 for a total team payout of $1,254.90. This means 100% of the travel subsidy pot each year will be split amongst all teams in the pot.

A team may only include their km travelled from of age events and their of age Ontario Championships for a maximum of 4 regular season events plus the Ontario Championships for a total of 5 events. 18U teams can utilize their highest 4 of 5 regular season of age events in addition to their of age Ontario Championships for a maximum of 5 events as well.

For this subsidy payout, KM travelled is calculated One-Way from city centre of club to city centre of venue which is different then the stay to play KM calculations. 

It is estimated that roughly 11% of OVA teams will qualify for this subsidy based on the 1,300km+ benchmark.

*Example: If a team competed in only 3 of age regular season events plus their of age Ontario Championships, their total km travelled one way will be based on 3 regular season events and 1 Ontario Championship event for a total of 4 events.

*Example: If a team competed in 2 of age regular season events, 2 playing up regular season events, 1 of age Ontario Championships and 1 playing up Ontario Championships, they would be able to use only their 2 of age regular season events and their 1 of age Ontario Championship event when calculating total one-way km travel.