Master Hotel Packet 2016-2017

for the 2016-2017 Competition Season
WHAT THIS PACKET CONTAINS:
Information Page – The Who, What, Where & Why
of Twister Travel Arrangements
Battle Under the Big Top – Atlanta, GA Hotel Information
RESERVATION WINDOW OPENS ON: NOW
RESERVATION DEADLINE FOR ROOMS: AUGUST 30, 2016
Spirit of Hope/Charlotte, NC Hotel Information –
RESERVATION WINDOW OPENS ON: AUGUST 17, 2016
RESERVATION DEADLINE FOR ROOMS: AUGUST 30, 2016
Cheersport Nationals Hotel Reservation Information
(This hotel is a TEAM hotel – Cheerleaders are required to stay here)
RESERVATION WINDOW OPENS ON: NOW
RESERVATION DEADLINE FOR ROOMS: AUGUST 20, 2016
Cheersport Nationals Bus Information for Parents
(Only for parents who are interested in riding the team buses)
PARENT RESERVATION DEADLINE: DECEMBER 1, 2016
Cheersport Nationals Bus Chaperone Information
(for parents interested in serving as a bus chaperone)
Cheer ltd Nationals CANAM – Myrtle Beach, SC Hotel Information
!!NEW FOR 16-17: Email Stacey Warner your confirmation numbers for Battle
Under the BigTop, Spirit of Hope and Cheersport!! [email protected]
For 1 day competitions, if you feel that your family would benefit from an overnight stay,
then the hotel selection and reservations is at your discretion.
for the 2016-2017 Competition Season
August 2, 2016
To All Twisters Parents and Cheerleaders,
The purpose of this information packet is to give you details and instructions on how and when to
make your hotel reservations for the Twisters Team hotel for Cheersport Nationals and room
blocks/ hotel information for Battle Under the Big Top in Atlanta, Spirit of Hope in Charlotte and
Cheer Ltd Nationals CANAM in Myrtle Beach. It also includes Cheersport bus and chaperone
information for parents if they choose to ride the team buses.
Please pay very close attention to dates. Every year we have questions on why and how these
arrangements come about…so we want to address those now so you are as informed as possible. Travel
information was provided to you in the Program Handbook and the ASTBC Handbook. They are also
posted on the haydensallstars.com website (Members Tab) and can be reviewed there if you can’t find your
personal copy. Of course, should you have any other questions, don’t hesitate to contact your team mom.
How are these competitions selected?
The All Star Director selects the competitions which the Twisters will participate in based upon coach input,
past history, reputation, calendar availability, and location.
Why do we have to stay overnight?
Because of the competition level, the anticipated competition times for our squads and the fact that rest is
crucial for a successful outcome, the All Star Director determines that for some competitions, an overnight
stay is in the best interests and safety of the cheerleaders and their squads.
Do I have to stay in the designated team hotel?
For the 16-17 season, we have THREE competitions we are required to book hotels through the
competition organizer. We will be required to book through the organizer for Battle Under the Big Top,
Spirit of Hope, and Cheersport Nationals. We have to provide the organizer a roster that includes
confirmation numbers to match up with our registered team roster.
What do I do with this hotel information you have provided?
Make your reservations for the events as soon as possible and before the deadline posted. The
reservation process has been checked and verified with our board members and is available on the
following pages. As always, a major credit card is required to reserve your room. Please ensure this credit
card is valid and will not expire before the dates of our stay. You may be charged 30 days prior to check in
for the first nights stay. Note the deadline for reserving your rooms and be aware of any penalties for
cancellation. If your reservations are not made on time, you may be left out of the block reservation at the
group rate or be placed at a less desirable hotel because that’s all that’s left.
It is a parent responsibility to reserve your rooms for each competition.
WE CANNOT STRESS THIS ENOUGH…!!!
Although these competitions are months away, the reservation deadlines for hotel rooms are quickly
approaching. Please do not wait to make your reservations. Without exception, we have a few parents
each season who put it off and forget or they lose their hotel packet or just don’t remember – they are
then in a real bind when comes time to find a place to stay. Don’t be the one this year!
Because of the increase in the size of these major competitions and the fact that there are not enough
rooms to accommodate everyone, organizers are really being strict about adhering to reservation
deadlines. If you do not reserve your room by the date posted, they will pull it and give it to another
program. There is little the ASTBC can do at that point except perhaps suggest that you (or your
cheerleader) find someone to share a room with.
This notification of our hotel arrangements also provides you an opportunity to begin doing your financial
planning. Hotels can be expensive. Start saving for competition travel now!
Please send your confirmation numbers to Stacey Warner for each of your reservations. Our gym has to
provide Varsity a roster that includes confirmation numbers to match up with our registered team roster.
We will send out periodic reminders but again, it is up to each Twister family to make their own
arrangements based upon the information in this packet. If you have any questions or problems,
please contact a Twisters travel coordinator shown below for assistance.
Any questions on Twister travel arrangements can be addressed to:
Stacey Warner [email protected] or 706-831-9877
Celeste Berry [email protected] or 706-726-1123
Battle Under the Big Top – Atlanta, GA
December 10-11, 2016
Georgia international Convention Center
2000 Convention Center Concourse
College Park, GA 30337
All Teams coming to ALL STAR CHALLENGE events and staying overnight are required to stay in a
partner hotel and book through THS. Exemptions for teams staying in non-partner hotels will not be
given for the 2016/2017 season. Please do not contact the hotel directly. The team hotel for this
competition is:
Marriott Atlanta Airport
4711 Best Road
Atlanta, GA 30337
Reservations for the Haydens room blocks are open until August 30, 2016. After that date, all
rooms not taken will be released to other teams. Our team rate for this hotel is $119.00 per night.
Taxes and fees are approximately $21.42 per night. Parking is $16.00 Self Parking and $20.00 Valet.
To reserve a room at the team hotel, please use the following:
Parent Passcode Instructions
• Visit the THS website home page, www.thsweb.com,
• Enter the Parent Password (P16489279710270) in the Parent Reservation Passcode box at the
top of the page.
• You will then be logged into a page that allows you to enter your personal information to the
rooming list.
If you need further assistance, please call 888-536-8326 or 888-536-0366.
Hotel Reservation Deadline: AUGUST 30, 2016
EMAIL YOUR CONFIRMATION NUMBER! [email protected]
• When booking, please list your cheerleaders name under the “roommates” section so that it s
easier to track our rooms that have been booked.
• If you would like to have an adjoining room, you need to first check the “Adjoin” under requests
and then you can type the name of the person you would like to adjoin with.
Spirit of Hope – Charlotte NC
January 14-15, 2017
Charlotte Convention Center
501 South College Street, Charlotte
SOH will have the “Stay to Play” policy in effect for 2017. This policy requires all teams book
reservations through Visit Charlotte Housing. Universal Spirit competition organizers have set
aside a certain amount of rooms for our Twisters at four hotels and negotiated a group rate on our
behalf. Be aware of the bed configurations – some are king beds, some are double/double. Once
they are gone, no more will be made available at the group rate and the options given will be far
from the downtown area. It is completely first come, first choice. There are 3000 hotel rooms in
downtown Charlotte and the demand for this 2017 competition is nearly 5200.
Hilton Charlotte City Center
222 E 3rd Street, Charlotte, NC 28202
$139 per night for King * $149 per night for 2 Beds
15.25% per night taxes
Parking - $18 for self parking; $25 for valet
OR
Omni Charlotte
132 E Trade Sreet, Charlotte, NC 28202
$148 (rate for king)/ $158 (rate for 2 beds)
15.25% per night taxes
Parking - $24 Valet Only (City run garages are available for self parking)
Reservations open for the Haydens room blocks on August 17th and they close on August 30th.
After that date, all rooms not taken will be released to other teams. To reserve a room at one of the
team hotels:
Go to www.Universalspirit.com and click on the accommodations web banner. From there, you
will be taken to Visit Charlotte’s Passkey page, where you will need to enter the access code
SOHHTAS17. We only have a certain number of rooms available at each hotel. If one of the
hotels in the list above does not appear online, it means that hotel is full for our block.
If you wish to speak with someone directly they should call 1-866-273-9573 (Visit Charlotte) Monday-Friday
from 8:30AM-4:30PM. Booking online is the preferred and most expeditious method of booking.
EMAIL YOUR CONFIRMATION NUMBER! [email protected]
Hotel Reservation Deadline: August 30, 2016
If you wish to apply for exemption, please go to www.universalspirit.com to submit an electronic
request. Exemptions due by Oct 15th! Exemptions will be considered for staying with family
member in Charlotte (they will check the address), utilizing hotel points for free or discounted
room and for military members who qualify for reduced military rates.
Hyatt Regency Hotel
265 Peachtree Street, Atlanta, GA 30303
www.starwoodhotels.com
Cheersport Nationals Feb. 17-19, 2017
Arrive in ATL: Feb. 17/PM
Depart: Feb. 19/Late PM
Buses will return back to Evans on Sunday night, Feb. 19th
Reservations Must Be Made ONLINE
Do not call the hotel directly to reserve your room!
TWISTERS WILL BE RIDING
TEAM BUSES TO THIS COMPETITION.
TO RESERVE YOUR ROOM FOR CHEERSPORT NATIONALS:
1. Please click on the link below for access to the booking portal. Please reserve only one room per family – if you
need more than one room, contact Stacey Warner. We are only allocated enough rooms for one per Twister family.
Note: ONLY single bed rooms are available in our block (1 King or 1 Queen per room)
https://resweb.passkey.com/Resweb.do?mode=welcome_gi_new&groupID=64766613
2.Make sure you have a valid credit card (that will not expire between now and February) and email address. Enter
your rooming information in the spaces provided. After you have entered all your information, confirmed it and signed
off, you will be emailed a new individual password which will allow you to modify, access or cancel only your room
reservation.
The Hyatt Regency Hotel is located within walking distance of the World Congress Center, the Georgia Aquarium,
World of Coke, and the CNN Center. The Twisters stayed at this hotel last year. There are many restaurants within
walking distance of the hotel and there is actually an extensive underground food court connected to the hotel
accessible from the lobby. Remember that cheerleaders will be taking buses to Atlanta for this competition.
Amenities: In room coffee; ironing board/iron; fitness center; in-room toiletries; hairdryers; rollaway beds/
refrigerators available if requested in advance – cost $25; self parking approximately $32 per day.
Rate: $155 per night plus tax and fees (approx. $29.80) = an estimated cost of $369.60 for both nights. Note: Your
card will be charged one night plus tax approximately 30 days before Cheersport Nationals.
Hotel Reservation Deadline: August 20, 2016
EMAIL YOUR CONFIRMATION NUMBER! [email protected]
Bus Travel Worksheet – Cheersport Nationals
This worksheet will be used to assist the travel chairperson make arrangements on your behalf for bus transportation to
Cheersport Nationals in Atlanta. If you are a parent who wants to ride the team bus to Cheersport Nationals, timeliness in
completing and returning this sheet is of the utmost importance. Seats are extremely limited this year. We cannot plan and
finalize arrangements until we have everyone’s information.
This form is ONLY for parents who may want to ride the team bus to/from Cheersport Nationals.
If you are planning to drive on your own, there is no need to complete this form.
Depart: Friday, Febr uar y 17, 2017
Return: Sunday, Febr uar y 19, 2017
All Twister cheerleaders are required to ride the team buses to Atlanta and to/from the competition arenas at the World
Congress Center (WCC). Your cheerleader’s bus fees are already included in your monthly booster club payments. No additional
funds are required from you for their transportation.
There are a very limited number of bus seats available for family members who would like to ride to Cheersport Nationals on the
team buses. It is NOT mandatory. Purchasing a bus seat entitles a family member to ride to/from Atlanta as well as to/from our
team hotel to the WCC during the competition. Many find that it is less stressful and more relaxing to use the buses thereby
avoiding the hassle of parking fees, inclement weather, and traffic. Our hotel is about ½ mile from the WCC. A big benefit of
riding the bus is not having to face a long drive home late Sunday night and resting on the bus instead! Only family members
purchasing a bus seat will be able to ride on the team buses to and from the WCC/hotel.
There IS an additional cost for a parent or family member to ride the bus. The cost estimate for a parent seat on the bus is
$95.00. We will take reservations for parent seats until all available seats are filled but not later than December 1st. Seats are
first come, first served. Once those seats are reserved, we will no longer be able to accept reservations for parent bus riders.
We will begin a wait list in case someone with a seat is unable to use it. However, once the seats are paid for, the seat is
considered sold.
There are chaperone opportunities available. Chaperones ride the bus for free in return for their service. On the next page is a
description of chaperone responsibilities. If you are interested in serving as a bus chaperone, please indicate that on this
response form.
Parent Name:
Cheerleader’s Squad:
Contact Number :
# of Seats Wanted:
(Do not include cheerleader)
Please indicate your choice below with your initials.
( ) I would like to ride the bus to Cheersport Nationals. If seats are available and I reserve a seat, I understand my booster account
will be billed for $95 per seat. I understand that if circumstances change and I cannot ride, I am responsible for finding a replacement
rider and coordinating reimbursement from them.
(
) I have read the chaperone responsibilities and would like to volunteer to chaperone my cheerleader’s team.
We understand that things happen which may necessitate you canceling your bus seat. Once your bus seat is reserved, paid for and confirmed,
it is yours. If you need to cancel, we will try to assist you in finding a replacement rider but the seat is still your responsibility.
Bus Reservation Deadline: December 1, 2016
IF WE DO NOT GET A RESPONSE FROM YOU BY THE DEADLINE, WE WILL ASSUME THAT YOU AS A PARENT DO NOT
REQUIRE BUS TRANSPORTATION TO CHEERSPORT NATIONALS.
REMEMBER! ALL CHEERLEADERS ARE REQUIRED TO RIDE THE BUS TO CHEERSPORT.
QUESTIONS? CONTACT Stacey Warner at [email protected]
BUS CHAPERONES
 For Cheersport Nationals - Every squad will have two designated adult chaperones on each bus.
 Chaperones are responsible for cheerleader accountability and safety on the bus and turnover to a
responsible adult.
 Cheerleaders are expected to comply with chaperone directions on the bus and when waiting for release
to a parent or coach at the destination.
Each Haydens squad is required to have two chaperones on the bus and throughout the
competition (when not with a coach or parent). These chaperones are responsible for ensuring
all cheerleaders are present and accounted for on the buses.
Twister bus chaperones are responsible to maintain order and discipline on the bus. They are
responsible for ensuring that cheerleaders are turned over to their parent or another designated
responsible adult upon arrival at the destination.
Bus chaperones are NOT responsible for cheerleaders during the competition! They are ONLY
responsible for them while they are physically on the bus.
At least one team chaperone must have a cell phone with them and the names/contact numbers
of all parents not accompanying their cheerleader on the bus. In case of emergency or a
significant change in plans, she is responsible for contacting those parents.
Cheerleaders are expected to be responsive to her team chaperones and if she has any problems
or questions during the time she is away from her parent or coach, that she report it immediately
to one of the chaperones.
After the competition is over and the buses return to Augusta, the chaperones are responsible to
ensure their squads leave the buses trash-free and reasonably clean before being released to their
parents.
A Twister bus chaperone’s prime responsibility is cheerleader safety and accountability on the
bus. Squad chaperones who have volunteered for this duty will be informed of their selection
and their names provided to Team Moms not later than one month prior to the competition.
As compensation for these responsibilities and duties, two chaperones per squad will ride the
bus for free.
Cheer ltd Nationals CANAM
Myrtle beach, sc
March 18 – 19, 2016
Myrtle Beach Convention Center
2101 North Oak Street
You may book at the Hotel of your choice for this competition. The event sponsor has
setup the following rates/booking methods if you choose to use them:
• To book at the Sheraton which is connected to the convention center, the event rate can
be booked at: https://www.starwoodmeeting.com/Book/CANAM17
• You can use the tournament housing services by going to:
http://www.thsweb.com/Event2.aspx?TournamentID=4981&Cid=19&RceId=0
Book your rooms early for this competition! The closer and preferred resorts go quickly!