Frequently Asked Questions
HOW DO I CANCEL MY RESERVATION?
Email us at email@example.com and be sure to include your event and booking confirmation number. We will respond to your cancellation request promptly. You will receive an email confirmation once your booking is cancelled. If you are requesting a cancellation AFTER the cancellation deadline listed in your booking confirmation email, you will need to contact the hotel directly to request an exemption from their policy.
WHAT IS YOUR CANCELLATION POLICY?
We do not create hotel cancellation policies, we simply pass along the cancellation policy that your hotel has in place. If you have questions about your specific cancellation policy, it is best to consult your booking confirmation email. We work hard to ensure that your hotel's cancellation policy is clearly explained to you when you book with us.
WHY CAN'T I CANCEL AT THE LAST MINUTE?
In order to get the best rates for our guests, we book large blocks of rooms with our hotel partners. The industry standard for large hotel blocks is different than for individual reservations, because there is much more liability for the hotel. If one booking were to cancel at the last minute, the hotel is likely to resell that room. But if 50 rooms cancel at the last minute, the hotel is likely unable to resell those rooms in a short time. For that reason, groups benefit from lower rates, but are held to different cancellation requirements.
WHAT HAPPENS IF MY EVENT IS CANCELLED?
Contact your group leader or email us at firstname.lastname@example.org. Depending on the event cancellation policy stated in your booking confirmation email, T3 Travel will work directly with the tournament director and all hotel properties to cancel reservations for the event. You will receive a cancellation confirmation email from T3 Travel when the event cancellation has been confirmed.
HOW DOES A GROUP BLOCK WORK?
Once you secure a block of rooms, we will send you an email with a link for you to share with your group. We will also give you a group deadline. Each individual in your group then books their reservation within the block that you have set up, using their own payment information. After your group deadline, any rooms in your block that have not been claimed will be put back into the general hotel inventory and made available to other groups; it will no longer be available exclusively for your group. If you need to add or subtract rooms from your group block, or request an extension to your group deadline, please email us at customer email@example.com and we will respond to your request promptly.
WHY DO I HAVE TO PROVIDE A CREDIT CARD TO SECURE A BLOCK OF ROOMS?
For some of our events, guests who reserve a block of rooms are required to provide a valid credit card to guarantee their rooms. This card is not charged for rooms at any time, and is simply a deterrent for scammers looking to hold inventory with the intention of releasing it. The only credit cards we charge are those that are used to book reservations within a block.
WHY AM I GETTING SO MANY EMAILS?
We feel it is important for group leaders to know about all of the activity that takes place within their block of rooms, from individuals booking within their block, to cancellations, and more. As you approach your group block deadline, it is important for you to know how many rooms you have set aside, how many have booked, and how many are at risk of being dropped from your block. REMEMBER: Creating a block only holds the rooms in your name for a set amount of time. Once that has been done, rooms need to be individually booked by your group members.
CAN I SEND T3 TRAVEL ALL OF MY TEAM'S INFORMATION, INSTEAD OF ENTERING EACH BOOKING MYSELF?
Yes, we can easily handle that for you. If all of the rooms are being reserved under one credit card, or if you have a list of credit cards for each of your guests, you can send us an excel spreadsheet, word document or email with a list of your team members. One of our staff members will enter the information for you.
WHY DO I HAVE TO PAY A DEPOSIT?
A booking deposit is required for most events, depending on the event and your selected hotel. Hotels working with large events assume a great deal of liability when dedicating large blocks of rooms to one event or group. Collecting a deposit helps to ensure that each guest is committed to booking with their hotel and reduces the amount of cancellations. A booking deposit is refundable up to 72 hours prior to check-in, and consists of a small percentage of your total bill. Hotels will often choose not to reflect the deposit in your bill at checkout. In our experience, front desk staff vary in their level of knowledge of group sales deposits. For a complete and final overview of your booking costs, it is best to refer to your booking confirmation email. If you have questions about your booking charges or feel you have been overcharged, please consult your booking confirmation email and contact T3 Travel immediately.
WHEN IS MY DEPOSIT BILLED?
The date that your deposit is charged is listed in your booking confirmation email. In many cases, it is charged immediately. Sometimes we will wait until a few weeks before your event to bill you for the deposit, if you are booking well in advance of your event. If we attempt to bill you for your deposit and your credit card is declined, we will notify you via email and provide you with a short window to contact us and provide a replacement credit card, or your booking will be automatically cancelled.
WHY DOESN'T THE HOTEL HAVE MY NAME IN THEIR SYSTEM?
Don't worry, once you receive your first booking confirmation email from T3 Travel, you are all set. We've got you covered. Rooms are initially reserved with hotels in the name of T3 Travel. We transmit rooming lists and the names of our guests to the hotels at varying times; sometimes it is immediate, other times we will wait for a group to complete their entire block before sending. When rooming lists are transmitted, you will receive an email update that includes the hotel's confirmation number. This is your indication that the hotel has processed your personal information in their own system.
HOW DOES T3 TRAVEL GET THE BEST RATES?
We offer hotels the best solution for their business: a large supply of bookings that they don't have to manage! In exchange for this, and because of the longstanding, positive working relationship we have with our hotel partners and chains, hotels are willing to offer rooms to T3 Travel at a deeply discounted rate, which ends up benefiting you, the team and tournament participant. This is our primary goal as a company: to simplify event travel for our customers. We've been there; we understand firsthand the challenges that come booking travel for groups and for event participation, and we've made it our mission to make it easier.
HOW DOES T3 TRAVEL MAKE MONEY?
Like any company, we have to generate revenue in order to continue to offer a valued service to our events and groups. T3 Travel is an agency and we collect a standard agency commission as a reward for bringing a hotels a high volume of business in a turnkey, effcient way. We are committed to making our commission fair and equivalent to the industry standard.
HOW DOES T3 TRAVEL CHOOSE HOTEL PARTNERS?
T3 Travel has relationships with all of the major hotel chains. We work closely with the hotel chain corporate offices, the local Convention and Visitors Bureaus, tournament staff and individual hotels, in order to select the right partner hotels for every event and to ensure a high level of quality and consistency. We also partner with consumer review sites like Google and TripAdvisor, so that we can know how consumers are evaluating our chosen hotels. Once we reach the 72-hour prior to check-in point, your time with T3 Travel ends, and your interaction with the hotel begins. We unfortunately cannot control the quality of the front desk staff or assist with your interaction with the hotel directly.