ATHLETES ON THE GO  

HOTEL RESERVATION REQUEST FORM
EDA NATIONALS DANCE TEAM CHAMPIONSHIPS, MYRTLE BEACH, SC, MARCH 26-28, 2010

A 20% non-refundable, non-transferable deposit of the hotel total is required to hold your reservations.  On-line reservations require a Visa or MasterCard.  If you are paying by check, please print out PDF of this form and mail it to:

Athletes on the Go
Post Office Box 143
South Hill, VA  23970

Returned checks and declined credit cards will be assessed a $30 service charge.  Upon receipt of your deposit and this form, provided there is availability at the hotel you have chosen, you will be sent a Confirmation Email, which will contain your remaining balance amount, Rooming List and Hotel Rules & Policies Agreement.  If the hotel you have selected does not have adequate availability for your reservation, an ATG Customer Service Agent will contact you to assist you in selecting another property. 

Once you have submitted your 20% deposit, any and all changes to your reservations must be made through Athletes on the GO by January 18, 2010.  No changes or cancellations will be accepted after the January 18 deadline.  Your remaining balance, Rooming List and Hotel Rules & Policies Agreement are due on or before January 18, 2010.  A $50 Late Fee will be assessed for Balances and Rooming Lists received after January 18, 2010.  Failure to pay the balance by January 18 also puts you at risk of your room block being cancelled and forfeiture of your 20% deposit.  After January 4, the only forms of payment accepted are School Check, Cashier’s Check, Money Order, Visa or MasterCard.  (No personal, team or booster checks are accepted after the January 4 deadline.)

*Required Fields.

This is a     Team      Individual** reservation.

*Hotel Name: 

*Team/Group Name:       *Email Address: 

*Position with the team (Please select one):    If Other is chosen: 

*Full Name:   

*Mailing Address: 

*City:       *State:       *Zip: 

*Daytime Number:       *Night Number: 

Cell Number:       Fax Number: 

*Total Number of Rooms: 

*# of Room Types requested (must coincide with the room types offered for specific hotel listed on Athletes on the Go's website)

#1 B-room Villa (max 2 people)                            $ 1 BR Villa Rate                 # Nights

#2 B-room Villa (max 4 people)                            $ 2 BR Villa Rate                 # Nights

#Standard Room (2 double beds, max 4)        $ Standard Room Rate   # Nights

*Please indicate which nights:

Thursday, March 25     Friday, March 26     Saturday, March 27     Sunday, March 28     Monday, March 29

Other: 

*Hotel Total:  $

*20% Deposit submitted:  $

*Method of Payment:  Visa     MasterCard     Other 

*Name as it appears on card: 

*Card Number: 

*Expiration Date:       *Auth. Code: 

If you wish to charge the remaining balance on this card, please check here and the balance will be charged on January 18, 2010 as indicated above.

Special Requests will be honored, when possible, but are not guaranteed: 

**If this is an individual reservation, please provide the names of your room occupants below (Please indicate occupants 18 years of age & older as “adult” and under 18 as “child.”  Infants/toddlers do not need to be listed.  Please do not exceed the maximum occupancy for your room type.):

Occupant #1:      Adult     Child

Occupant #2:       Adult     Child

Occupant #3:       Adult     Child

Occupant #4:       Adult     Child

Terms, Policies and Procedures
For Groups/Individuals booking through Athletes on the Go for
EDA Sponsored Events

1.      All changes, additions and cancellations for rooms booked through Athletes on the Go must be submitted in writing to Athletes on the Go directly by way of email or fax (no phone call changes will be accepted), and will only be accepted from the person in whose name the room has been reserved or the Group Leader.  Please do not call the hotel directly as they have been advised to only accept reservations & changes coordinated through an agent of Athletes on the Go.  A valid, major credit card is required to guarantee your reservation.

2.   HOTEL RATES, TAXES, OCCUPANCY AND SAFE FEES:  The hotel rates listed are per room/per night and include a rebate to be paid to the Event Sponsor to offset event costs.  The rates listed are subject to taxes.  Please refer to the specific hotel information for applicable taxes/fees associated with that hotel.  Please note that the tax rates quoted are the current rates and are subject to change without notice.

3.   A “Cut-off Date” is indicated for each hotel, and is the deadline date for submitting rooming lists, reservation changes, cancellations for your reservations.  Your credit card information submitted to Athletes on the Go with your Reservation Request Form will be provided to the hotel via rooming list to guarantee your hotel room.  In some cases, the hotel will charge your card for the first night’s stay plus applicable taxes as a deposit.  The remainder of your room cost will be collected at check-in. 

4.    Under each hotel, there is also listed an “Individual Cancellation Deadline.”  This is for emergency individual room cancellations only.  Cancellations received after the Individual Cancellation Deadline will be considered a no-show and, depending on the specific hotel policy, you will be responsible for no less than the cost of one night’s stay plus applicable taxes, but possibly for the entire anticipated stay for which the room was reserved.

5.   GROUPING OF ROOMS & SPECIAL REQUESTS:  Your reservations will be submitted to the hotel by way of rooming list.  Athletes on the Go will request that your group be housed as close together in the hotel as possible, and the hotel will make every effort to do so; however, please realize that in some instances this is not possible.  In addition, if you have any special needs or requests, room type preferences, connecting rooms, etc., please be sure to indicate this on the on-line reservation form where it asks for “Special Requests.”  Athletes on the Go will relay these requests to the hotel by way of the rooming list; however, we cannot guarantee that all requests will be honored by the hotel.  We ask for your understanding and cooperation.

6.   The check-in and check-out times have been indicated for each hotel and are described below.   

a.   CHECK-IN:  Please be aware that the check-in time listed for your hotel is the time that your rooms will be ready.  The only way to insure an early check-in would be to re­serve your rooms for the previous night.  Please do not contact the hotel prior to your arrival to request an early check-in, and please do not expect to check-in earlier than the time listed.  Early check-ins will not be possible.  Although your rooms are guaranteed for late arrival, if you anticipate an extremely late arrival, please be sure to indicate this to Athletes on the Go so that a notation can be made on the rooming list. 

b.   CHECK-OUT:  It is important that you vacate & check out by the time listed as your hotel’s check-out time.  Failure to do so may result in your being charged for an additional night’s stay. 

7.     INCIDENTALS:  A representative from each room will be responsible for providing either a cash deposit or credit card number with the front desk at check-in to cover any incidental charges for that room, such as phone calls, room service, movies, etc.

 

8.    DAMAGES TO THE HOTEL:  It is extremely impor­tant that you (and those traveling with your group, if applicable) treat the hotel and its surrounding property and/or fa­cilities with the utmost respect.  Any damage, which may occur, will be the direct financial re­sponsibil­ity of the room occupants and/or the Group Leader. 

 

9.    DISORDERLY CONDUCT:  Please respect the hotel’s specific rules of conduct, curfew, etc.  Hotel Security has complete authority to enforce these rules as they would any other guest on their property.  Should the hotel have to make monetary compensation to a guest due to an individual and/or group disturbance, full reimbursement to the hotel will be the responsibility of the individuals or Group Leader.  *Examples of disorderly conduct include:  Excessive noise, inappropriate language, drinking of alcoholic bev­erages in areas other than those desig­nated by the hotel, fighting, de­struction of hotel property, unruly conduct or any other conduct deemed unaccept­able by the ho­tel.  This applies to everyone...children and adults. 

  ACCEPTANCE OF POLICIES

I certify that I have read and accepted the merchant’s policies.  I also certify that I am authorized to use the credit card that I have submitted to guarantee my hotel reservations and understand that the card will be charged by the hotel in accordance with the merchant’s policies.

If you accept these terms and conditions, please type "YES" in the box below.