Welcome Athletic Event Hotel Partners

Thank you for partnering with Anthony Travel and we look forward to working with you! Below is information on our event process that will help us stay on the same page and answer some questions you may have along the way.

To allow Anthony Travel to handle the reservations the hotel should forward all direct hotel calls for the group block to Anthony Travel at:

800-736-6377

Make sure your front desk is notified and asking if guests requesting rooms during the contracted dates are attending a sporting event.

Information on Each Step of Event Process

Contractual Highlights

Please confirm the room types detailed on the contract are correct for the property including pullout and suite information
To ensure a lower rate is not found, please make sure any public rates are not lower than the contracted rate and the front desk is aware prior to Anthony Travel making the rooms available to sell (excludes corporate, AAA, government rates, etc.)
The rates are set for single through maximum occupancy of each room type contracted unless otherwise noted in the contract
All rooms must be non-smoking
Please do not accept direct bookings involving the event as this will double book the rooms and the guests will need moved out from the hotel side
Cancellations and changes will be accepted by the hotel without charge to Anthony Travel or individual guests up to the specified time in the contract
Please notify all hotel staff of the group and direct all event hotel calls for the group block to Anthony Travel at 800-736-6377

During the Selling Period

We handle the sales period for you and we want to sell your rooms! If there is any information you can provide us that will help us along the way, please send the information to your Anthony Travel contact
You may contact Anthony Travel at any time to request your current pick up numbers
If there are any changes to the hotel or construction, please notify Anthony Travel as soon as possible
If a lower rate is discovered through any outlet, the hotel must honor the lower rate for all existing and future reservations for that contract (excludes corporate, AAA, government rates, etc.)
Anthony Travel will supply individual names and credit cards at the cut-off date
Please notify all hotel staff of the group and direct all event hotel calls for the group block to Anthony Travel at 800-736-6377

At the Cutoff Date

All guest communication stays through Anthony Travel. Please notify all hotel staff of the group and direct all event hotel calls for the group block to Anthony Travel at 800-736-6377
You may access the rooming list at the cut-off date through the Anthony Travel Portal by accessing Portal.AnthonyTravel.com
Once the rooming list has been provided from Anthony Travel, please send a rooming list from the hotel’s computer system to your Anthony Travel contact the next business day to make sure we are starting from the same page
The room type specified on the rooming list is a guaranteed room type to the guest and must not be changed by the hotel as only one name is required to hold the room – please only reference the “Room Type”, not the “Bed Type” on the rooming list
Please notify Anthony Travel if any rooms do not include credit card or names. Please do not cancel reservations until confirmed by Anthony Travel
Any additional room requests after the cut-off date will be accepted at the group rate per the contract
After the cut-off date Anthony Travel will send daily changes via email regarding additional rooms, date changes, name changes, cancellations and special requests to be confirmed within 24 hours – if these changes will be handled by a different contact please notify your Anthony Travel contact

Pre-Check In Reminders

Please increase front desk staff and other necessary staff on the primary check in date for the large team arrivals as well as multiple teams arriving at the same time
Anthony Travel will send cell phone numbers prior to the event. Please confirm and distribute Anthony Travel on-call numbers to the front desk staff/MODs to use if any situation arises.
Please attempt to book each room in closest proximity as possible at the property for each grouped reservation
Please do not make any charges prior to guest arrival and the guest must present individual payment and identification at check in for the reservation
Hotel rooms will be available to Anthony Travel guests no later than the check in time listed for the property
Please make sure to check the contract to ensure the front desk is prepared to hand out breakfast coupons at check in if included
The property should be prepared to start breakfast at 6 a.m. each contracted day due to early scheduled events
Make sure the staff is prepared for any parking charge, resort fee, or additional fee that has been waived or negotiated into the rate
Guests may check out prior to their check out date on any day prior to check out time per the contract
Any complimentary rooms earned are only for the use by the event organizers and must be authorized by Anthony Travel
Please see an example of a Hotel KBYG that is sent to hotels leading up to the stay

Post Event Process

A template will be sent from Anthony Travel for actuals from the hotel the day after final check out, including nights utilized, commissions, rebates and complimentary nights used by Anthony Travel
All commission and rebates should be paid to Anthony Travel within 30 days of receipt of invoice
Anthony Travel provides collection tracking for event organizers so both commission and rebate should be paid to Anthony Travel in order for Anthony Travel to track hotel payments and cut one check for all properties to the event organizer
Any payments unpaid will result in no future contracting and the hotel will be sent to a collection agency
Thank you! Our team takes great pride in delivering extraordinary service and is thankful for your support and efforts before, during, and after the event. We hope the above checklist was helpful to you and your team to run a smooth customer experience.