Reservation/Booking FAQ

Common questions pertaining to our reservation process.

Frequent Questions & Answers

1. What is the difference between our internal reservation system and our internet partner’s reservation system?


Every event has one or more hotels pictured on its event page. These hotels have rooms blocked specifically for attendees of that event. Should those hotels fill or if you would like additional choices, our internet partner has additional hotels available. The difference between the two listings is that the hotels listed by our internet partner have not blocked rooms for the event therefore rates and availability are subject to change. Another difference is in their cancellation policy. Hotels reserved through our internet partners and then cancelled before the cancellation deadline will be charged a $25 cancellation fee.

2. What is the reservation process?

Our 5-step reservation process is easy and secure:

1. Find your event/organization
2. Select a participating hotel or find an alternative hotel using our internet partner
3. Complete the reservation form securely online or using our toll free reservation system
4. Review your confirmation (received via e-mail within 24 hours)
5. Attend your event.

Feel free to call us toll free at 1-866-537-GAME (4263) if you have any questions.

3. Why should we book our rooms at the hotels provided?

The hotels that are provided are working with MeetingTime Travel and your booster club on handling your event and tracking the amount of rooms. After each event, the hotel and MeetingTime Travel total the amount of room nights used. MeetingTime Travel then donates a portion of the commissions/revenue to your booster club. The easiest fundraiser ever!

4. Is your website secure?

MeetingTime's website uses 128-bit SSL Encryption from GoDaddy, an industry leader in security, ensuring that your sensitive data is safe.

5. What can I expect after I secure my online reservations?

Immediately after you submit your order you will receive a follow-up e-mail that outlines the details of your reservations*. Within 24 hours you will receive a confirmation e-mail (see below for example) that contains the details of your accommodations as well as your official confirmation number. In the event that you did not provide an e-mail address, you will receive your confirmation information by phone or fax.



*If you find a discrepancy, please call one of our reservationists toll free at 1-866-537-GAME (4263) between 9AM and 5PM EST. Please note that if you make your reservations between 5PM on a Friday and 11PM on a Sunday, your confirmation information may be delayed an additional 24 hours.

6. When will my credit card be charged?

If you select a hotel that is listed on your organizations event page that states billing at check in, your credit card will not be charged until you check-in to your hotel. Your credit card is used to hold your reservation and will not be charged the full amount of your stay unless you fail to cancel within the hotels cancellation guidelines (typically between 24 and 72 hours before the specified check-in date).   If you select a hotel that is listed on your organizations event page that states billing will take place upon submittal, your credit card will be charged immediately.



If you select a hotel that you found using one of our internet partners icons (the green buttons with either a bed, car, airplane or ship), your credit card will be charged immediately. This is due to the nature of their reservation confirmation system that requires that the tickets be purchased in order to be reserved.

7. What is eLayaway?

In addition to securely accepting credit cards to secure hotel, travel or car rental reservations, MeetingTime Travel is also authorized to accept eLayaway payments. This exclusive payment option allows participants to pay over time versus having to pay for their future travel in full. This fiscally responsible payment option helps ease the financial burdens associated with sports-related travel. There are no costs or interest rates associated with this service.

8. What is your cancellation policy?

Hotel reservation cancellation policies differ from hotel to hotel but are generally between 24 and 48 hours before your scheduled check-in. To be safe, we recommend canceling 72 hours prior to your check-in. If you choose a hotel listed on your event page and cancel before the deadline you will receive a full refund. If you select a hotel using one of our internet partners and cancel before the deadline you will be charged a $25 cancellation fee.  Some resorts and hotels have cancellation polices that differ from what is stated above.  These policies will be listed clearly on the hotel description page for your review.