1)    Click on the booking link.

2)     On the landing page, enter your email address. 
a.    If you are an existing HTG client, you will be automatically redirected to input the following information (Team Club/Group Name, Division/Category, Team Code)
b.    If you are NOT an existing HTG client, you will be automatically directed to input the following information: (First & Last Name, phone number, Team Club/Group Name, Division/Category, Team Code)

3)    A Queue system will be in place during high volume booking requests only (opening day of registration and accommodation booking)
a.    Team will automatically be placed in the queue for booking.  During the queue process the preview link will be on the screen and live so as teams are booked the inventory and options are updated accordingly

b.    A hotel booking link will be emailed (EMAIL #1) to you as soon as your place comes up in the queue. This email 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). It could take up to 20 minutes to be processed through the queue depending on the volume at the time you have started the above process. 

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

5)    Choose your 1st hotel choice by clicking on the “bed” icon and input the number of rooms* & nights required. If you don’t need accommodation Thursday night, be sure to change the arrival date.  
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.

6)    The page will change to the “Room Summary Request” On this screen, there will be a “book another team” button for any clubs that are booking multiple teams. (Repeat step 2a). Please note: you will need all unique team ID’s to book for a 2nd team for the same event weekend. 

7)    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. 

1. 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.

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

1. Click on “Your Confirmation” button in the middle of the screen. A new page will open.
2. Click on “Rooming List”.  At this point, you can enter your rooming list, one room at a time.
3. Click on one of your namesàA new window will pop open
4. Click on Modify
5. Replace your contact details with the name of one athlete that is in that room
6. Enter your credit card details
7. To add remaining guests to room, please enter their names in the special comment box.
8. Click Save and Close
9. Window will close
10. 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?

1. You will receive an email from HTG called “Rooming List Entry link for Ontario Championships Volleyball (specific event name)
2. Click on “Login Directly”
3. Enter your name, email address
4. If you are not checking in the night before, make sure you adjust your check in date
5. Enter the # of nights
6. MAKE SURE YOU SELECT UP THE NUMBER THAT WOULD APPLY TO YOUR SPECIFIC NEEDS TO APPLY THE SAME CREDIT CARD TO
7. Enter your credit card details
8. Hit Submit
9. You will now need to assign the names to the multiple rooms you just applied the credit card to
10. Login to your dashboard
11. Under events, select the appropriate event and team
12. Click on “Your confirmation”
13. A page opens. Click on “Rooming List”
14. Click on the 1st room with your name and a window will pop open
15. You will see that credit card information is stored to this room
16. Click modify at the top of the page to change the room from your name to your athletes names
17. Remember to add all additional people from the room to the special request comments box
18. Click “Save and Close”
19. Repeat process until all rooms are updated

4) When is my room list due?
TBD for ALL events

5) What happens if I don’t submit my rooming list by February 2024?
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?

1. Under your Dashboard, click on the event and the specific team name
2. Your confirmation page opens, click on “My confirmation” button in the middle of the page
3. A new window will pop up. Click on “Cancel Booking”
4. A warning message pop up opens with the following message “To proceed with the request select 'Proceed'. To cancel the request select 'Cancel'.”
5. Make choice and proceed
6. 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?

1. The first email will be the booking confirmation email for your specific team and event
2. 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

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.

KM travelled is calculated One-Way from city centre of club to city centre of venue.

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.