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Travel & Accommodations


2024 Hotel Booking Process

Ontario Volleyball has instituted a Stay to Play policy to ensure accommodations availability for all Indoor Championship’s participants while better managing competition costs. The Stay to Play policy is in effect for all Indoor Ontario Championships.

  • A The Stay to Play policy is mandatory for OVA teams travelling over 125kms one way and 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.
  • All travelling teams (125kms+/one way) are required to book hotel rooms through Hudson Travel Group (HTG Sports) to be eligible to play in the tournament.
    • The Clubs mailing address will be used to determine kms to the venue.
    • A team must register in Ontario Championships to be eligible to book accommodations.
  • The chart below identifies the number of rooms per night all travelling teams (125kms+/one way) are required to book to satisfy the Stay to Play policy.

               

Ontario Championships - 3 Day Event

Number of Athletes on Roster

Minimum # of Rooms

Minimum # of Nights/room

8-9

3

2

10-12

4

2

12+

5

2

 

 

 Ontario Championships - 2 Day Event (4v4) or
2 Day Convention Centre Events

Number of Athletes on Roster

Minimum # of Rooms

Minimum # of Nights/room

6 or less (4v4 Teams Only)

2

1

8-9

3

1

10-12

4

1

12+

5

1

 

 

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 above.

The following exemptions are allowed but must be verified as explained below. All exemption must be sent through the form stack. Please click HERE for a link to the form.
 

  • USING POINTS FOR A FREE STAY - If you have enough points to redeem them for an entirely FREE stay, you qualify for the exemption. Please fill out the form stack link above to receive approval prior to booking your stay through the hotel directly and please make sure to list the athletes name(s) on your exemption form. Please note that just ‘receiving points’ for staying at a hotel does not qualify for an exemption. You must be redeeming for an entire free stay.  This does not exempt the entire team. Just the person and their family that are applying for the exemption through point redemption.
     
  • STAYING WITH A FAMILY MEMBER - If you are staying with a family member that lives in the same host city, you qualify for an exemption. An address must be provided on the exemption form. All mileage will be calculated using google maps.  This does not exempt the entire team. This exempts the athlete or team staff (i.e. coach) and their immediate family that is staying with the family member
     
  • TEAM IS IN CLOSE PROXIMITY - If your team is within 125 kms from the venue, you are not required to stay in a hotel. The location of the club’s registered address in MRS will be used in validating mileage. Proximity exemptions will be pre-determined, and an application form does not need to be submitted.  If you are under 125kms from the venue and choose to stay over, you must book through HTG to ensure “heads in beds” are recorded for the Sport Tourism Board.

For 2024, teams that travel in excess of 400+kms one way from  RIM Park and 550+km one way from EY Centre will be given early access to secure their hotel rooms.  The OVA will email all Club Contacts that qualify the direct booking links. The Club Contact will then be responsible for distributing these links to the teams in their club to complete the booking. The booking links will be active as of 9am on the day they are able to book.

Clubs with in 400kms one way of RIM Park and 550kms one way of EY Centre can click on the links below for the event to secure their rooms. It is suggested that each team blocks their entire needs for a team to ensure all parents, athletes and coaches stay at the same hotel.  The link will be active at 10am on the day the booking process opens for each respective event.   

The remaining teams will be able to access the booking portals from HTG as outlined below:

Due to the  teams booking at 10:00 am, you will see on the preview links that some hotels are now sold out.  Please note that these hotels will not be available to select when the general booking link opens at 2pm.

EVENTS

LOCATION

HOTEL BOOKING OPENS

ROOMING LISTS DUE TO HOTEL* PREVIEW LINKS BOOKING LINKS
Event 1&2: Teams travelling 400+ kms one way RIM PARK, Waterloo  10:00AM EST on Jan 22, 2024 Feb 14, 2024 TBD Being emailed directly to Clubs.
Event 1&2: Teams travelling under 400kms one way RIM PARK, Waterloo   2:00PM EST on Jan 22, 2024 Feb 14, 2024 TBD TBD

Event 3&4: Teams Travelling 400+kms one way: 

RIM PARK, Waterloo 10:00AM EST on Jan 23, 2024 Feb 14, 2024 TBD Being emailed directly to Clubs.

Event 3&4: Teams travelling under 400kms one way

RIM PARK, Waterloo 2:00PM EST on Jan 23, 2024 Feb 14, 2024 TBD TBD
Event 5: Teams travelling 550+kms one way EY Centre, Ottawa 10:00AM EST on Jan 24, 2024 Feb 28, 2024 TBD Being emailed directly to Clubs.
Event 5: Teams travelling under 550kms one way EY Centre, Ottawa 2:00PM EST on Jan 24, 2024 Feb 28, 2024 TBD TBD
Event 6: Teams travelling 550+kms one way EY Centre, Ottawa 10:00AM EST on Jan 25, 2024 Feb 28, 2024 TBD Being emailed directly to Clubs.
Event 6: Teams travelling under 550kms one way EY Centre, Ottawa 2:00PM EST on Jan 25, 2024 Feb 28, 2024 TBD TBD

 

NOTES
Rooming list entry links will not be sent out until February 1st, 2024. On the day the hotel bookings open, Clubs will receive their block confirmation email but NOT the rooming list entry link to send to parents. Rooming lists are due by 9:00AM on Feb 14th for Rim Park events and 9:00AM on Feb 28th for EY Centre events.

Teams must be registered in their respective Ontario Championship event and have a team ID code (found on the event receipt through NRS) prior to booking accommodations through Hudson Travel Group. The hotel booking process will be managed as per the dates in the chart above to alleviate the stress of having the two large event hotel booking processes open on the same day. Registration information can be found here.

Note: If your Club falls within 125kms of RIM Park in Waterloo or EY Centre in Ottawa, and your Club Team decides to book accommodations, bookings must be made through Hudson Travel Group (HTG) to help support the event.  Hudson Travel Group will work with your Team to ensure your needs are met. The OVA has to report "Heads in Beds" to Destination Toronto to be able to secure funding to offset the facility rental costs to make this large event possible. Thank you for your support in bringing bigger and better events to Ontario Volleyball members! 

Follow the instructions below to book your hotel. Room blocks are set to 13 rooms. 

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

Instructions For Booking A Hotel

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 to you as soon as your place comes up in the queue. (we advise that you continue to refresh your email). 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 of the email you received from registration@htgsports.com” The link allows you to sign-in directly (your login information is contained in the link). 

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 this hotel is not available, we will automatically confirm them in one of their alternate hotel choices 2nd – 5th. 
a.    Team will receive the “hotel confirmation” email 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. Team Managers will also see the “Book Another Team” button within the dashboard
c.    Team will receive another email with the “Rooming List Entry Link” that can be forwarded to any/all team members/parents to book and manage their individual room.

 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 

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?
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

Stay To Play Policy

Ontario Volleyball has instituted a Stay to Play policy to ensure availability of accommodations for all participants while better managing competition costs. The Stay to Play policy is in effect for all Indoor Ontario Championships.

  • All travelling teams (100kms+/one way) are required to book hotel rooms through Hudson Travel Group (HTG Sports) to be eligible to play in the tournament.
  • The Clubs mailing address will be used to determine kms to Enercare Centre, Toronto. 
  • A team must register in Ontario Championships to be eligible to book accommodations.
  • A team will be issued a booking code upon registration, that will need to be used when booking through HTG Sports.
  • A team can only block rooms for the event they have just registered in. They cannot pre-book other event dates, prior to registering in the other event.
  • The hotel booking process will be phased in, to match the phased OC’s registration
  • Ontario Volleyball offers exemptions from the Stay to Play policy for both teams and individuals under the following categories:
    • Proximity Exemption Request: If the team/athlete is based within the specified proximity distance from the competition venue or the team/athlete plans to stay with family or friends that resides within the proximity distance, the team/athlete may be eligible for an exemption from the policy.
    • Special Exemption Request: A Special Exemption Request will need to be completed for all other exemption requests. Requests will be considered on a case-by-case basis and will be reviewed by the Stay to Play Review Committee. This policy has been put in place to benefit teams, local event organizers and Ontario Volleyball alike. To request an exemption please complete the Stay to Play Exemption Form 
    • Note: If your Club falls within 100kms of Enerare Centre in Toronto, and if your Club Team decides to book accommodations, the bookings must be made through Hudson Travel Group (HTG) to use the Toronto Tourism Hotel members. Hudson Travel Group holds all blocks at the hotels and will work with your Team to ensure your needs are met.  The OVA has to report "Heads in Beds" to Destination Toronto to be able to secure funding to offset the facility rental costs to make this large event happen. Thank you for your support in bringing bigger and better events to Ontario Volleyball members!
  • Please click HERE for a link to our Stay to Play Hotel Exemption Form (CLOSED)

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.

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.