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HOW DO I ARRANGE ACCOMMODATIONS FOR MY EVENT?

Arranging accommodations for your event attendees through Tournkey involves a few key steps:

Whether you're hosting a tournament, camp, showcase, or ticketed experience, offering accommodations for out-of-town participants can elevate your event and improve the overall experience. Tournkey provides integrated tools to help you coordinate hotel options, track bookings, and streamline travel for your attendees—all in one place.

Here’s how to get started:

🏨 1. Decide if Your Event Requires Housing Support

Ask yourself:

  • Are teams or attendees traveling from outside the local region?

    • If the answer to any of these is yes, it's time to set up housing through Tournkey.
    • Tip: We recommend events with participants traveling more than 100 Miles/160 km or more utilize.

Additional Considerations:

  • Do you want to secure group rates or preferred hotels near your venue?

  • Is your event "stay-to-play" (where teams must book from a designated list)?

 

🛠️ 2. Work With the Tournkey Travel Team

Schedule a demo with one of our representatives to get started. Our team will review your event(s) and established next steps before creating a new event. Once your event is created, Tournkey’s travel specialists can:

  • Identify local hotel partners based on your venue(s)

  • Secure and contract room blocks and group rates on your behalf across all brands based on the event needs

  • Load selected hotels into your event registration page to provide participants with a quick review during registration

  • Set rules around booking (e.g., minimum nights, deadlines)

Let us know if you have preferred hotels—we’ll try to accommodate them based on availability and group contract terms.

📝 3. Customize Your Booking Experience

You can configure how accommodations appear to participants:

  • Allow hotel selection during registration

  • Set accommodations as required or optional

  • Display hotel distance from the venue, amenities, and price

Tournkey’s system allows for full visibility—so attendees know exactly what to expect.

📊 4. Track Bookings in Real Time

As teams register and book, you’ll be able to:

  • Monitor who has completed their travel arrangements

  • Track pickup numbers against hotel blocks

  • Communicate with hotels or attendees if changes are needed

This helps ensure accountability and gives you the insights needed to manage lodging effectively.

🧾 5. Access Reporting and Support

Tournkey’s admin panel provides real-time booking data. If you need to modify hotel lists, manage overbooked properties, or handle special requests, our travel support team is here to help every step of the way.

Final Notes

Accommodations are a key part of any successful event experience. By setting up housing early and integrating it into your registration process, you’ll reduce administrative strain and offer your attendees a more seamless and professional experience.