How to Book Hotels for Teams

Group Booking Basics

For 10 or more rooms, always contact the hotel sales team directly rather than booking online. Both Marriott and Hilton offer group booking tools that let you reserve blocks of rooms at discounted team rates.

Provide your team name, tournament dates, estimated room count, and whether you need a master bill or individual billing. The hotel will set up a group rate and create a booking code or link that families can use to reserve within your block.

Setting Up Room Blocks

A room block reserves a set number of rooms at a guaranteed rate for a specific period. Families then book individually under the block, so each family controls their own reservation while still getting the group rate.

Ask about cutoff dates — the deadline after which unbooked rooms are released back to the hotel. Communicate this deadline to your families clearly.

Master Bill vs Individual Billing

If the club or school is paying, request a master bill. The hotel sets up a master account and gives you one consolidated invoice. If families are paying individually, each family handles their own room charges at checkout.

You can also split billing — the team covers room and tax, while individuals pay for incidentals. Confirm these arrangements in advance.

Getting the Best Team Rate

Hotel sales teams are experienced with sports groups and often offer perks for tournament bookings:

Ask about:

• Discounted group rate (typically 10-20% below rack rate)
• Complimentary room for every 10-15 rooms booked
• Waived or discounted parking
• Early breakfast opening for game days
• Meeting room for team strategy sessions
• Late checkout on departure day

Cancellation Policies

Tournament schedules change. Book with hotels that offer flexible cancellation — typically 48 hours before arrival for individual reservations. For group contracts, understand the cutoff date to release unused rooms without penalty.