Event Travel Benefits & FAQs
Our team is with you every step of the way, from booking to departure and until your arrival back home. We leverage years of travel coordination experience at the local, national, and international levels to offer a variety of travel options and cost-cutting solutions to our clients and guests. Let our team get you from point A to point B — we’ll leave the X’s and O’s to you.
Extraordinary Service
At On Location we live by our brand promise of providing extraordinary service and creative travel solutions at every step, before, during, and after your event.
BEFORE: THROUGHOUT THE BOOKING PROCESS
We know booking travel for large groups or individuals can be complicated at times, that is why we are available by phone or email if you need any assistance through the reservation process.
DURING: YOUR EVENT
For many of our events we have a designated representative in the event city, and we always have representatives on-call, to assist all travelers. If you encounter issues at check in or during your stay, please reach out to us as soon as you can. Our team takes great pride in delivering extraordinary service and will respond as quickly as we can.
A pre-departure email will be sent out prior to your event that includes an event specific 24-hour on-call assistance phone number.
AFTER: POST EVENT
After every event we send an event survey and carefully review your comments. If you see a way we can improve your travel experience or have any positive feedback, we want to hear from you! We love to hear about your experiences and share them with our entire team.
Leveraged Negotiations
On Location spends countless hours negotiating with each property on behalf of you and the event organizer.
We provide the lowest rates, tournament protections, best amenities, and largest available blocks to fit your group because of our consistent presence with major hotel brands: locally, nationally, and internationally.
Lowest Available Room Rates
We are on your side from booking to departure and until your arrival back home. We leverage years of travel coordination experience at the local, national, and international levels to offer a variety of travel options and cost-cutting solutions to our clients and guests.
If a lower rate is found with the same room type, protections, flexibility, and amenities, please notify us immediately so we can contact the property before or during the event.
Event Protections
We partner with the event organizers to ensure that all guests attending the events are well protected. A few protections you may receive are:
- Guaranteed lowest rate*
- Ability to make changes and cancellations closer to check-in date
- Guests shall not be relocated under the “No Walk Clause”
- Guests will not be liable for penalties should the event be canceled prior to the hotel check-in date
- 24-hour on-call/site assistance
*If a lower rate is found with the same room type, protections, flexibility, and amenities, please notify us immediately so we can contact the property before or during the event.
One-stop Shop for All of Your Travel Needs
We provide a one-stop shop for all of your travel needs, including:
Technology
We have recently made a few improvements and are continuing to develop new technologies to provide a better customer experience. Our latest improvement is a redesigned website that:
- Allows you to book rooms 24 hours a day
- Gives you the ability to claim and/or manage your reservations 24 hours a day
- Adjusts to fit your desktop, tablet, and mobile devices
We know there can be a learning curve when using a system for the first time. That is why we are also available by phone or email if you need any assistance through the booking process.
Athletic Event Travel FAQs
For many of our events we have a designated representative in the event city, and we always have representatives on call to assist our travelers. If you encounter issues at check in or during your stay, please reach out to us as soon as you can. Our team takes great pride in delivering extraordinary service and will respond as quickly as we can. We have representatives, available at all hours, designated for every event.
A pre-departure email will be sent out prior to your event that includes an event specific 24-hour on-call assistance phone number.
If you do find a lower rate with the same protections, flexibility and amenities, please notify us immediately so we can contact the property before or during the event.
We leverage years of travel coordination experience at the local, national, and international level to limit hotel rate increases during event weekends. Occasionally, hotel rates during the event will be slightly higher than rates during less busy times simply due to supply and demand. Our rates reflect room type specific, additional amenities, protections, and flexibilities that the tournament requests, based on the hotel.
Our event team spends countless hours auditing your reservations 2 – 5 times per hotel to make sure your reservation is correct. We cross reference lists generated directly from the hotel’s computer system to assure your reservations are correct. Occasionally hotels need to adjust reservations as late as a few hours prior to your check in time which may cause confusion at the front desk.
If you encounter any issues at check in or during your stay, please reach out to us immediately. Our team takes great pride in delivering extraordinary service and will respond as quickly as we can. We have representatives, available at all hours, designated for every event.
Our goal is to save our guests time and money while offering additional amenities. On Location often contracts amenities into the room rates that meet the unique needs of our guests, such as:
- Breakfast
- Complimentary Internet
- Parking Fees
Some hotels increase their rates significantly to accommodate the additional amenities we request for our guests, making your room rate not cost effective. We have found that guests prefer we keep the room rate as low as possible to allow you the option on where to eat that fits your price range.
No, On Location and the hotel will try to accommodate every request, but in some cases special requests cannot be met. Please note that special requests are not guaranteed and are at the discretion of the hotel. Special requests are considered anything that is not initially available or included when booking your room. Special requests could include:
- Rollaway beds
- Additional towels
- Refrigerators
- Microwaves
- Room location in hotel
- Having entire group stay on same floor
- Changing room types (Double vs. King with pullout)
