Why does the event have a hotel program? Many events secure hotel room blocks a year in advance to ensure that teams attending can get a quality hotel. Several events may be competing with each other for the same hotel rooms on the same dates. If hotel rooms are not secured in advance, it could be difficult to stay close to the venue or find a suitable hotel.
May I contact the hotel directly to book my room? No. Please contact Apex Events to confirm your room. We have contracted the rooms for your event with each hotel and rooms can only be booked through Apex Events.
Do you charge my credit card or debit card at the time of reservation? Most of the time, the hotel requires a credit card for guarantee only. For some events, certain hotels will require a deposit; this will be stated clearly in the Room Reservation Agreement and is refundable if cancelled before the cancellation period passes.
Do you accept debit cards? Debit cards are accepted however, please be aware that funds may be held to cover the cost of the room. Some hotels get approval for the entire stay, prior to arrival. This will deduct the funds from your debit account at that time, and won’t be released for up to ten business days. If possible, a credit card may be more convenient.
Am I, or is my team, required to book their hotels through Apex Events? If your event is a stay-to-play, then yes, you are required to book your hotel through Apex Events. This will be stated clearly when your team registers and on the event web site.
How do I set up a block for my team? Contact the event housing manager listed on your event web site, or firstname.lastname@example.org. They will discuss with you the available hotels, rates and amenities. Once a hotel is chosen, you will receive a custom hotel booking link to share with your team so each family can book and guarantee their room individually. If you need teams rooms, we can assist you with paying for the rooms with one credit card and submitting a rooming list to the hotel.
How do I cancel or change my reservations? You can change or cancel your reservations by contacting Apex Events only, not the hotel. Please use the link at the bottom of your hotel email. You can call us and leave a detailed message, or email us by responding to your hotel confirmation email. Please include your name, hotel name, event, and detailed instructions to change or cancel.