FAQ

The event you are attending has chosen to utilize Halpern Travel’s services to provide you and other attendees with a simple, convenient way to book hotel accommodations—eliminating the time and frustration of searching for options that meet your needs. Halpern Travel works to offer the best hotel selections near the venue(s) and rates, focusing on reputable, recognizable brands that provide the amenities most important to individuals and their families. Our goal is to ensure that event organizers, teams and attendees, hotel partners, and host destinations all receive the best possible experience.

When you register for an event that has selected Halpern Travel as its housing provider, you can access available hotels through the event’s housing link. This link is often emailed to you after registration and is typically also available on the event’s website under an “Accommodations” or “Housing” section.

If you’re unable to find the housing information for your event, our Customer Experience team is here to help. Call us at (888) 640-6400 or email reservations@halperntravel.com, and we’ll be happy to assist you.

Halpern Travel works with a wide range of hotels in the event area to offer attendees a variety of brands, comfort levels, amenities, and price points. Our goal is to secure enough hotel rooms to meet the needs of teams traveling to the event; however, hotel participation and availability can vary based on location, season, market conditions, and overall demand.

A specific hotel may not appear on the event’s hotel list for several reasons, including but not limited to:

• The hotel does not have availability for the event dates
• The hotel was unable to offer rooms at a group rate
• The hotel has changed ownership or no longer partners with group housing programs
• The property did not meet Halpern Travel’s quality standards

If you’re unable to find the housing information for your event, our Customer Experience team is here to help. Call us at (888) 640-6400 or email reservations@halperntravel.com, and we’ll be happy to assist you.

Hotel amenities are listed in each hotel’s description on our booking site. Amenities and photos are provided by third-party sources and are subject to change, so they are not guaranteed by Halpern Travel. Swimming pool availability, in particular, may vary based on the hotel’s seasonal schedule, local ordinances, weather conditions, and the pool’s operational status at the time of your event. While we strive to provide the most accurate and complete hotel information, we rely on our hotel partners to update and maintain their property details.

Some requests need approval from our hotel partners before fulfilling them due to contractual agreements on rates, amenities, cancellation policies, and room availability.

Common requests include:

• Securing additional rooms for your team
• Adding shoulder nights (e.g., arriving Thursday when the block starts Friday)
• Requesting a new room type

Requests are sent to the hotel immediately, and we typically hear back within 3 business days. Approval depends on hotel availability and policies and is not guaranteed.

Yes. Our hotel partners guarantee that our event attendees receive the best available rate for the same room type and terms during the event dates—lower than rates booked directly with the hotel by phone or online. This does not include hotel rewards member rates or other discounted rates such as military, senior, or AAA rates.

While lower rates may occasionally appear online, they are often for different room types, have pre-paid or non-refundable terms, or may not include the same benefits as Halpern Travel’s event rate, such as complimentary breakfast or reduced parking fees. If you find a lower rate at a partner hotel, email us at reservations@halperntravel.com with the details, and we will verify the discrepancy and address it as needed. Please note this does not apply to different room types, pre-paid or non-refundable rates, hotel employee/friends & family rates, rates on third-party sites (like Expedia or Hotels.com), or discounted rates such as military, senior, and AAA.

“Stay to Play” policies are common among competitive sporting events and are designed to support a smooth, well-organized experience for teams, athletes, and families. These policies help ensure access to quality hotels, as close to the event venue(s) as possible, and competitive group rates. For events with a “Stay to Play” policy, all participating teams, athletes, and families are required to book their hotel accommodations through the designated housing provider, Halpern Travel. Booking through the housing program allows event organizers and hotel partners to plan effectively and helps ensure a consistent, high-quality experience for all attendees.

If you have questions about the housing policy or need assistance with your reservation, our Customer Experience team is here to help. Call us at (888) 640-6400 or email reservations@halperntravel.com, and we’ll be happy to assist you.

The minimum number of rooms is determined by the event organizer and varies by event.

If you have questions about the housing policy or need assistance with your reservation, our Customer Experience team is here to help. Call us at (888) 640-6400 or email reservations@halperntravel.com, and we’ll be happy to assist you.

Teams that do not book their hotel accommodations through the designated housing provider, Halpern Travel, and do not meet the requirements of the housing policy may be subject to event-related consequences, which can include removal from the event or a penalty fee assessed by the event organizer. In some cases, non-compliance may also affect eligibility for future events.

If you have questions about the housing policy or need assistance ensuring your team is compliant, our Customer Experience team is here to help. Call us at (888) 640-6400 or email reservations@halperntravel.com, and we’ll be happy to assist you.

If your team chooses to commute to the event, your group is generally considered compliant with the Stay to Play policy. Please note that some tournaments may have specific Stay to Play requirements such as mileage limits for commuting teams.

If you have any questions about the policy for your specific event, our Customer Experience team is here to help. Call us at (888) 640-6400 or email reservations@halperntravel.com, and we’ll be happy to assist you.

Yes! Group/Team Managers can use our hotel reservation system to reserve a sub-block, or “group block,” at partner hotels without needing a list of team members or their credit card information in advance.

If you need help setting up a group block, our Customer Experience team is here to help. Call us at (888) 640-6400 or email reservations@halperntravel.com, and we’ll be happy to assist you.

If your group/team is interested in a hotel that is not currently listed for your event, please reach out to our Customer Experience team. Call us at (888) 640-6400 or email reservations@halperntravel.com to let us know which property you’re interested in. When contacting us, please include as much detail as possible—such as the event name, hotel name and address, travel dates, and room types—so we can best assist you.

Don’t worry—there may still be rooms available. Call us at (888) 640-6400 or email reservations@halperntravel.com, and one of our Customer Experience Specialists will contact the hotel directly to check for additional availability and help secure your rooms. If we are unable to secure rooms at your preferred hotel, we will work with you to find the next best option.

Yes. The group/team block has a release date, which is provided to the group/team manager when the block is created and included in the confirmation email. Any rooms not reserved by group/team members by the release date are returned to the event’s hotel inventory for other groups/teams or individuals to book.

Events often have a large number of teams needing hotel accommodations. Our hotel partners are willing to hold rooms at reduced group rates with flexible terms because they expect the rooms to be booked by attending teams. It’s important for groups/teams to have their members reserve rooms promptly. Any rooms not reserved by the release date are returned to the event’s hotel inventory for other groups/teams or individuals to book.

Yes. The Group/Team Manager will receive email reminders about their group block, including the release date, until the block is released.

Halpern Travel can extend a group block’s release date depending on the circumstances including the demand for rooms. Extensions are more likely to be granted for groups/teams that are actively booking reservations.

You can request an extension for your group block by contacting our Customer Experience team at (888) 640-6400 or email reservations@halperntravel.com.

Group/Team Managers can view and manage all reservations within their group block by accessing the group portal using their email and unique Group ID (e.g., G-XXXXXXXX). This makes it easy to track who has booked and ensure your group/team meets all housing requirements.

When the group/team manager creates a group block, they receive an automated email with instructions and a booking link for team members to reserve their rooms through Halpern Travel’s reservation system.

If you need assistance booking your room in a group block, our Customer Experience team is here to help. Call us at (888) 640-6400 or email reservations@halperntravel.com, and we’ll be happy to assist you.

If you missed the deadline to reserve a room in your group block, we recommend contacting our Customer Experience team at (888) 640-6400 or reservations@halperntravel.com. In many cases, we can still help you secure a room in your group’s block or at the same hotel with the same rate and amenities, as long as rooms are still available.

No, that decision is determined by each club or individual team. Many group leaders choose to house the team in one central location to simplify logistics and help foster camaraderie and group/team bonding.

We work closely with our event and hotel partners to provide the best possible rates for your group. The group rate you see for the event is already the lowest rate the hotel can offer our teams and attendees. Due to our agreements with the hotels, additional discounts—including military, senior, AAA, or reward memberships—cannot be applied on top of the event rate.

No. Hotel reward points cannot be used when booking through Halpern Travel’s reservation platform. Doing so would:

• Exclude your stay from our protection policy if the event is canceled or affected by weather
• Remove key benefits included in the event rate, like free parking, breakfast, waived resort fees, or other negotiated amenities
• Conflict with the housing policy for stay-to-play events

Yes! When booking through Halpern Travel, you can earn hotel rewards points. Simply enter your rewards number in the “Hotel Rewards #” field during checkout and confirm it with the front desk when you arrive. The hotel is responsible for awarding the points directly to your account.

Yes. A non-refundable Booking Fee is charged at the time of booking. In some cases, a deposit (a small portion of the room rate) may also be collected upfront. Any charges due at booking will be clearly outlined during checkout and included in your confirmation email.

The Booking Fee is a non-refundable charge that helps support our booking platform and our Customer Experience team, ensuring we’re available to assist you every step of the way.

A booking deposit is a portion of the room rate that may be charged at the time you make your reservation. If a deposit is required, it will be clearly shown during checkout and included in your confirmation email. The deposit is collected separately from what you’ll pay at the hotel. The remaining balance, plus any applicable taxes and hotel fees, is due at check-in. Please note that your hotel folio will only reflect the rate and balance paid to the hotel and will not include the deposit collected at the time of booking.

The policies are listed under Reservation Policies during checkout. You can refer back to the policies after booking a reservation in your confirmation email or through the reservation portal.

Yes! Simply enter your requests in the “Special requests for hotel” field during checkout. We’ll do our best to accommodate your needs, but please note that neither Halpern Travel nor the hotel can guarantee special requests. We recommend contacting the hotel directly the week of your arrival to check the status of your request.

Booking Protection is optional coverage that provides peace of mind for your reservation, protecting you for reasons such as illness, injury, job loss, and more. The cost varies based on the hotel, number of nights, and location. For more details, click here.

Confirmation emails are sent automatically, so first check your spam or junk folder. If you still haven’t received it, do not make another reservation. Contact our Customer Experience team at (888) 640-6400 or email reservations@halperntravel.com, and we’ll resend your confirmation email.

You can modify or cancel your reservation online anytime by clicking “Modify Reservation” in your confirmation email or through the reservation portal. If you need additional assistance, our Customer Experience team is here to help. Call us at (888) 640-6400 or email reservations@halperntravel.com.

Please note: once you’re within the hotel’s cancellation period, all changes or cancellations must be made directly with the hotel and are subject to their policies.

In most cases, there is no fee to modify your reservation if the changes are made at least three days prior to arrival by 2:00 PM local hotel time. Some hotels may have more restrictive policies, so please refer to your confirmation email for specific details.

Halpern Travel is happy to request additional nights with the hotel on your behalf to extend your stay before or after the event at our event rate. Please note that these requests cannot be guaranteed and are subject to hotel availability.

For assistance with extending your stay, call our Customer Experience team at (888) 640-6400 or email reservations@halperntravel.com.

To transfer your reservation, make sure all reservation details are updated for the new guest, including the credit card on file. You can make these changes through our reservation portal or by calling our Customer Experience team at (888) 640-6400 during business hours.

Yes! You can update the payment information on an existing reservation through our reservation portal or by calling our Customer Experience team at (888) 640-6400 during business hours, as long as you are the original guest listed on the booking.

If you booked with Halpern Travel and received a confirmation email, don’t worry if the hotel doesn’t yet have a record of your reservation. Reservation details are typically sent to the hotels 2–3 weeks before an event.

Hotel confirmation numbers are typically issued 1–2 weeks before an event.

Most hotels require guests to be at least 18 years old to check in, though some may require guests to be 21. Please contact the hotel directly to confirm their specific age policy.

Incidental holds are authorized at check-in and are typically released within 3–7 business days after check-out, depending on your bank.