How night one is paid. When to charge the card. How commission works. What happens on a late cancellation, no-show or dispute. Who sees card details.
For hotels
Tournaments need rooms. Your hotel has them.
We handle housing for sports tournaments and send hotels our RFPs. Answer with your own rates and terms, sign online, and see each booking on your rooming list.
Answering one of our RFPs? Sign in
No RFP from us yet? Send a request
Our track record
- 500 plus events managed
- 1 million plus reservations serviced
Guests prepay night one for every room when they book. Your contract sets our commission on the room rate, and any per-night rebate you fund. Both come out of night one before it goes on the virtual card we issue for the event.
Transcript: TEAM Solutions for Hotels
Tournaments need rooms. Your hotel has them.
Meet TEAM Solutions. We handle housing for tournaments.
Our RFPs arrive by email, with dates, rooms and the deadline up front.
Answer online with your own rates, room types and terms.
Counter on commission, rebate or cutoff, and see the rooms, rates and terms that print.
Then the contract is e-signed online.
Guests prepay night one. Our virtual card pays for it, net of the agreed commission and any rebate you fund.
If those exceed night one on a long stay, the difference is one invoice after the event.
New bookings come in one morning email, pickup reports every Monday, and the rooming list shows what to charge per room.
We bring the groups. You bring the rooms. Talk to our team.
Trusted by US Squash, U.S. Futsal and USA Artistic Swimming
Got an RFP from us?
Open it from our email and sign in to answer it. No login yet, or a question about it? Call 1-866-588-7774.Part of a brand with a national sales office? See our page for national sales offices
How it works
From our RFP to the last stay
Step 1, we: Our RFP arrives by email
We send it to hotels near the event’s venues. It has the event and stay dates, the rooms we need and when your answer is due.
Step 2, you: Answer online
Quote your own rates, room types and terms. Accept the terms we asked for, or counter the commission, rebate, comp rooms, booking cutoff or cancellation window.
Step 3, we: We review and may counter
Before you accept a counter, you see its commission, rebate and cancellation window. You also see the rooms, rates and your own terms as the contract will print them.
Step 4, you: Sign online
Your hotel signs the Letter of Agreement online. It is between your hotel and TEAM Solutions, and names the event’s organizer.
Step 5, guests: Guests book your rooms
Teams and families book on the event’s booking page.
Step 6, you: Report each stay
After the event, mark how each stay went: checked in, no-show, early departure or extended stay.
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Your terms, in your contract
In your words. What you write under Contract Terms & Notes prints on the contract as Hotel-Provided Terms.
Changes after you sign. Room counts, your terms and the cancellation window change by a signed addendum, which you can request. Our team can extend your booking cutoff.
Signed on your own paper? We can load that contract. Payment still runs through the virtual card, as on any of our contracts.
Commission and payment
How you get paid
You see the commission in the RFP and can counter it. By default, commission is on the full room rate. If your brand’s policy is commission net of the rebate, the contract can say so.
Night one, prepaid
It is paid at our checkout when the guest books, for every room.
One card for the event
You get one virtual card for the event. Its limit updates with every booking, refund and dispute.
Exactly what to charge
Your rooming list shows what to charge the card for each room. Charge it when the guest checks in. Guests pay the remaining nights, with their taxes, and any incidentals at your desk, as usual.
Commission comes out of night one
Commission for the whole stay, plus any rebate you fund, comes out of the night-one payment. On a long stay, the two can add up to more than night one’s rate. Then you get one invoice for the difference, after you report your stays.
Send this to your finance team
Read the transcript
When tournament guests book your hotel through TEAM Solutions, how do you get paid?
It starts with night one. Guests prepay it for every room when they book.
Then your hotel gets one virtual card for the event, usable only at hotels.
It turns on once there's something to charge, and its limit updates with every booking, refund and dispute.
Your rooming list shows exactly what to charge the card for each room.
That's night one, less commission and any rebate you fund.
Charge it when the guest checks in.
Remaining nights, their taxes and incidentals are paid at your desk, as usual.
A late cancellation or a no-show keeps night one on the card.
If a guest disputes the night-one payment with their bank, it's against our charge, not your merchant account.
While it's open, every room on that payment comes off the card, marked Disputed. If the dispute is won, they return to the card.
Commission and any rebate you fund apply to every night of the stay.
On a long stay, they can add up to more than night one.
Then the card covers zero dollars for that room.
The difference is one invoice after you report the stays, due in 30 days.
We bring the groups. You bring the rooms.
Book a demo.
Cancellations, no-shows and disputes
By default, a guest who cancels 72 hours or more before check-in gets a full refund. Your contract can set a different window.
Late cancellations and no-shows keep night one on the card.
A guest’s bank dispute of the night-one payment is against our charge, not your merchant account.
Rooming list and reports
What your hotel gets, and when
Your hotel’s primary contact gets each of these by email. Manage several hotels? One login can belong to all of them, and you switch hotels in your dashboard.
Each morning with new bookings.
The rooms booked since the last email.
Every Monday.
A pickup report for the event.
On cutoff day.
A reminder to confirm your rooming list and inventory.
The morning after cutoff.
The full rooming list.
A week before the event starts.
The check-in kit.
Your rooming list
Each room’s stay, room type, guest loyalty number and Card Charge, and a field for your confirmation number, which we email to the guest.
Rooming List
SampleGo deeper
Answers on video, each under two minutes
We contract the room blocks. Players and families book from one link per event, and hotels get a pickup report every Monday.
Questions
What hotels ask
How does my hotel get your RFPs?
Our team picks hotels near each event’s venues, and the RFP goes by email to each hotel’s primary contact.
Why would a room’s Card Charge be zero?
When commission and any rebate you fund come to more than night one on a long stay. Your rooming list marks that room Post-event invoice, so your desk knows not to charge the card for it.
Who funds the rebate?
Your contract says. Hotel-funded is the default: the rebate comes out of night one’s payment with the commission. If the contract makes it guest-paid, it is added to the guest’s nightly rate and never deducted from you.
What happens while a guest disputes the night-one payment?
While the dispute is open, all the rooms on that payment come off the card and show as Disputed on your rooming list, so your desk leaves those rooms off the card. If we win the dispute, those rooms return to the card.
Who sees card details?
Guests pay on Stripe’s hosted checkout, and we never store guest card numbers. At your hotel, roles limit who can see the full virtual card number.
How do bookings get into our PMS?
Your desk keys them in from your rooming list or its CSV: there is no connection to your PMS or channel manager. All you need is a TEAM Solutions login, in your browser.
Can guests add loyalty numbers?
Yes. Guests can add a loyalty number for your hotel’s program when they book, and it shows on your rooming list.
Book a demo call
We bring the groups. You bring the rooms.
On a 30-minute call, tell us about your hotel and market. We walk you through an RFP, the contract and the virtual card, and answer your questions. Invite anyone who should be there.
Your contract sets our commission on the room rate, and any per-night rebate you fund. Both come out of night one before it goes on the virtual card we issue for the event.
Already working with us? Sign in
No RFP from us yet? Book the call, or send a request with your hotel and city.
Who you’ll work with
Built by people from youth sports, hotels and travel.
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Andy Carl
Founder and Owner
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Christine Dunn
Client & Guest Relationship Manager
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Andrea Halfinger
National Sales Manager
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Allie Plymyer
Customer Support Specialist