RESERVE AND SERVE

Welcome to the Windy City!

We’re excited to host you and your players. We are presenting the “Reserve and Serve” policy. This policy simply means that in order to compete in the Windy City National Qualifier you must book your room(s) with our official housing company – as you’ve been familiar with over past events. However, we have heard your suggestions and engaged a new housing provider, Wyndham Jade, in order to provide your team with the best possible overall experience. Their strategy is straightforward and uncomplicated and provides many additional benefits.


All information listed here is for the 2016 event.  We will begin making updates in the Fall of 2016.

There are several team benefits to the “Reserve and Serve” policy. Being able to provide accurate numbers for attendance allows us to have greater negotiating power with the McCormick Place Convention Center, increasing our long-term contracting ability for this and other venues in the future. In addition, this allows us to leverage our bargaining power with hotels, thereby keeping your room rates low.  This also opens up the opportunity for you to secure housing prior to entering event. Our housing company will continually complete many “rate checks” with the hotel and online booking outlets throughout event to guarantee the lowest rates possible.

Second, by booking early within the block, you increase your chance of staying at your first choice hotel. In addition, Wyndham Jade has a long history of providing housing for events in the city and has been able to negotiate additional incentives, including grab & go breakfasts, discounted parking, discounted hotel services, etc.

Lastly, while at the tournament, there will be an on-site housing specialist at McCormick Place to assist with any housing needs or challenges that you may have. This helps to ensure any issues that may arise are taken care of promptly and professionally by a member of our team.

Thank you for entering Great Lakes Region Volleyball’s Windy City National Qualifier! If you have any additional questions or comments, please contact us at 888-241-8405 or 972-349-7485.

FAQ

1Who Is Wyndham Jade?
WJ is a company that handles more than 1 million room nights each year across the USA. We not only provide sports housing services, but also work to secure housing for several national conventions and many major companies! WJ is always committed to taking care of your housing needs because YOU are OUR Guests!
(Link Approved Hotels with Descriptions Page)

2Why do some hotels have more than a 1 night minimum (does this apply to us this year)?
When an area has more demand for rooms than are available, many hotels will require a minimum length of stay to help the hotel maximize their inventory and revenue. The Hyatt McCormick has a 3-night minimum stay requirement for the 2015 GLR National Qualifier.

3What if my cancellation period starts over a weekend and I can’t get a hold of anyone at Wyndham Jade?
By the time your cancellation period comes into play, all changes and cancellations should be directed to your hotel. When calling the hotel direct, you will be able to get someone at the front desk 24/7.

4What age do you have to be to check into the hotel?
Most hotels require you to be at least 18 years old but in some cases, it could be as much as 21 years old. Please contact your hotel before you arrive to confirm their check in policies.

5My child is traveling to the event alone and he/she is only 17 years old, what should I do?
Please arrange to have someone over the age of 18, preferably another parent or the coach to check in the player. They should be good for the remainder of their stay.

6What if I want a different room type than you have available or maybe a suite?
Call us at 888-241-8405 or email us at windycity@wyndhamjade.com and tell us your needs; we will contact the hotel and do our best to get what you’re looking for.

7Can we get a comp room since we are booking a large number of rooms?
For the Windy City National Qualifier, unfortunately all of the comp rooms are used to house officials and staff. We negotiated a lower comp policy to keep the rates as low as possible.

8What will the deposit be?
Individual Reservations – First night’s room and tax for each individual room; non refundable after February 7, 2015.

Club/Team Reservations – 12 night’s room and tax will be charged beginning on February 7, 2015 and will be non-refundable at that time.

9Can I guarantee the team rooms by putting one name and one credit card number on the rooming list?
No. All rooms can be guaranteed with one credit card, but you must put a different name for each of the rooms you want to guarantee/reserve.

Your card will be charged a deposit of the first night’s room and tax for each room. Club/team block charges will begin on February 7, 2015 and will be non-refundable at that time.

10The rooming list is due, but I do not have everyone’s credit card number yet, what do I do?
Each reservation does need a valid credit card in order to hold their reservation. You can use your card to hold it and then change that at a later date.

Please note: Your card will be charged a deposit of the first night’s room and tax for each room. Club/team block charges will begin on February 7, 2015 and will be non-refundable at that time.

11After I send the rooming list in, can we make changes? If so, who do we contact?
The best way to make changes after you have submitted the rooming list is to do so online. Follow the directions to make changes that will be on the link WJ sends you to access your team block and enter your rooming list. If you need personal assistance, call us at 888-266-7731 or 972-349-5883 or email your needs to windycity@wyndhamjade.com.

12Am I guaranteed my special request (Non-smoking, Rollaway, high floor, room type, etc.)?
All special requests are requests only. The hotel will make every attempt to honor each request, but cannot guarantee it.

13Will room type requests be considered a special request?
Yes. Room Type Requests cannot be guaranteed and will be based on availability upon arrival. Please make sure all guests that will be in each room are listed on the reservation in order for the hotel to better plan for your arrival.

14Does the hotel have an Indoor pool? What are the amenities?
All of the Indoor Pools are marked as such on the Hotel Amenity Chart. Please be aware the hotel pool could be seasonal or out of service during your stay. To confirm, please feel free to call the hotel direct, closer to your arrival date. (Add Amenity Chart Link here).

15Do I need to give you a credit card when I make the reservation with you? Individual Reservation vs. Team Reservations?
Yes for both individual and club/team reservations.

Individual Reservation, we need your credit card number entered at the time of the reservation in order to guarantee your room. Please note: Your card will be charged a deposit of the first night’s room and tax for each room.

For Club/Team Reservations, WJ requires a credit card for guarantee on each reservation at the time the reservation is submitted. Names Due Deadline will be February 6, 2015. Club/team block charges will begin on February 7, 2015 and will be non-refundable at that time.

16Does that mean my card will be charged if my plans change and I forget to cancel this reservation?
Yes.

17If one or more people on my team (or in some cases the entire team or club) don’t have a cc, or would rather prepay by check, what do I do?
All reservations must be held with a valid credit card in order to be guaranteed. Please be aware that most hotels require at least a one night’s room and tax deposit.
For all club/ teams that wish to pay by check:

  • Write check out for the total amount of all players’ first night’s room and tax deposits
  • Make check payable to: Windy City Housing
  • Write on the check: Team Name, Reservation Number, and Arrival Date
  • Rooming List and accompanied Check need to be postmarked no later than the Names Due Date of February 6, 2015 to:Windy City Housing6100 W. Plano Parkway, Ste. 3500Plano, TX 75093

18Should we wait until we are accepted to make our hotel reservations?
No, do not wait. Windy City is allowing you to pre-reserve rooms before receiving acceptance. Should you not get accepted, you will need to cancel your reservations/rooms as soon as possible in order to not incur cancellation fees.

19What am I to do if the hotel charges me incorrectly?
Email Wyndham Jade all of your reservation information, including your room folio or credit card statement showing the charge – windycity@wyndhamjade.com. We will work with the hotel to ensure you are refunded accordingly.

20How do I go about getting my hotel confirmation number?
Your acknowledgement (Web ID) number is assigned by Wyndham Jade, assuring that the hotel will honor the reservation. This should be all the confirmation you need; however, if you would like a separate hotel confirmation, they will be available after March 19, 2015. Please email or call Wyndham Jade to have this sent.

Wyndham Jade will email hotel confirmations to all teams on a team rooming list.

21What is RESERVE-AND-SERVE?
RESERVE-AND-SERVE is the housing policy associated with the qualifications for The Windy City National Qualifier. Clubs/Teams want the best possible rate, at the best hotels. By requiring teams to stay at Windy City National Qualifier approved hotels, the rate discounts can be better negotiated.

22What is an Approved Hotel?
Approved Hotels are hotels that contract with The Windy City National Qualifier, through Wyndham Jade, to offer rooms for teams attending the tournament at a discounted rate. [Approved Hotel Link]

23When is my rooming list due?
February 6, 2015.

24How many rooms must a team or club book?
A team must book a minimum of 12 room nights on one agreement with Wyndham Jade at an [Approved Hotel Link] (for example, 4 rooms booked for three nights each equals 12 room nights).

25How do I make a cancellation?
Please call Wyndham Jade at 888-266-7731 or 972-349-5883 or email windycity@wyndhamjade.com to cancel your reservation as well as receive a refund for any deposits charged, if applicable.

If housing is closed, any cancellations or changes to the check in/check out date must be sent to the hotel direct. Cancellations for group & individual reservations will not be accepted after 5:00pm, CST, March 26, 2015.

26Will I get charged if I cancel my reservation?
All reservations cancelled on or before February 6, 2015 will receive a refund on their first night’s room and tax deposit. All reservations cancelled after the date of February 6, 2015 will not receive a refund on their first night’s room and tax deposit. If it is after the final cutoff date of March 27, 2015, please direct all cancellations to the hotel in order to not be charged a no-show fee.

27How do I change the check in/check out date?
Any change to a reservation can be made online, by phone or by emailing Wyndham Jade, as long as it is before the final cutoff date of March 27, 2015. If after this date, all reservation changes will need to be directed to the hotel’s in-house group reservations department. Please note your hotel’s individual cancellation policy in order to not incur fees if needing to cancel.

28I called the hotel and they do not have any record of me. What do I do?
The hotel will not have any of your reservation information until after March 12, 2015. Please continue to direct all housing related items to Wyndham Jade until Final Cutoff of March 27, 2015, at which time the hotel will have all reservations in their system.

29When is the hotel going to charge my credit card?
The hotel will receive the first night’s room and tax deposit collected by Wyndham Jade when rooming lists are sent to the hotel, March 12, 2015. The hotel will not make any additional charges until you checkout.

Individual Reservations – First night’s room and tax for each individual room; non refundable after February 7, 2015.

Club/Team Reservations – 12 night’s room and tax will be charged beginning on February 7, 2015 and will be non-refundable at that time.

The hotel will receive the first night’s room and tax deposit collected by Wyndham Jade when rooming lists are sent to the hotel, March 12, 2015. The hotel will not make any additional charges until you checkout.

30Will they see my credit card number or anyone else’s credit card?
No, only the last 4-digits of the credit card is visible. You will have to present a credit card upon check in.

31How do I get other people in my group to give you their credit card information to guarantee their particular room?
If each person will have a different form of payment, they will need to have access to the Windy City National Qualifier Team Housing Platform. After using the team’s unique login, they will be able to add a form of payment to their specific reservation.

32How do I pay for a room using a credit card I will not have with me when checking into the hotel?
You will need to fill out a credit card authorization for the hotel you will be staying at. Each hotel could have different policies regarding their credit card authorization process, so please make sure you reach out to your hotel for details.
You can find all of the credit card authorization forms here. (Add URL with all hotel’s CCA forms)

33Why isn’t the hotel I want on the Approved List?
There are several factors that go into contracting team rooms for The Windy City National Qualifier – rate, location, functionality of the hotel for team groups, etc. If a hotel has the availability to offer a discounted group rate, Wyndham Jade’s contracting team will work with the hotel to ensure the necessary amenities are also offered to our teams. Unfortunately, some hotels have internal business and/or do not have a hotel that is suitable for our teams. These are just a couple factors that could arise and not allow Wyndham Jade and The Windy City National Qualifier to contract rooms.

Contact Our Staff With Questions!

All information listed here is for the 2016 event.  We will begin making updates in the Fall of 2016.

There are several team benefits to the “Reserve and Serve” policy. Being able to provide accurate numbers for attendance allows us to have greater negotiating power with the McCormick Place Convention Center, increasing our long-term contracting ability for this and other venues in the future. In addition, this allows us to leverage our bargaining power with hotels, thereby keeping your room rates low.  This also opens up the opportunity for you to secure housing prior to entering event. Our housing company will continually complete many “rate checks” with the hotel and online booking outlets throughout event to guarantee the lowest rates possible.

Second, by booking early within the block, you increase your chance of staying at your first choice hotel. In addition, Wyndham Jade has a long history of providing housing for events in the city and has been able to negotiate additional incentives, including grab & go breakfasts, discounted parking, discounted hotel services, etc.

Lastly, while at the tournament, there will be an on-site housing specialist at McCormick Place to assist with any housing needs or challenges that you may have. This helps to ensure any issues that may arise are taken care of promptly and professionally by a member of our team.

Thank you for entering Great Lakes Region Volleyball’s Windy City National Qualifier! If you have any additional questions or comments, please contact us at 888-241-8405 or 972-349-7485.

FAQ

1Who Is Wyndham Jade?
WJ is a company that handles more than 1 million room nights each year across the USA. We not only provide sports housing services, but also work to secure housing for several national conventions and many major companies! WJ is always committed to taking care of your housing needs because YOU are OUR Guests!
(Link Approved Hotels with Descriptions Page)

2Why do some hotels have more than a 1 night minimum (does this apply to us this year)?
When an area has more demand for rooms than are available, many hotels will require a minimum length of stay to help the hotel maximize their inventory and revenue. The Hyatt McCormick has a 3-night minimum stay requirement for the 2015 GLR National Qualifier.

3What if my cancellation period starts over a weekend and I can’t get a hold of anyone at Wyndham Jade?
By the time your cancellation period comes into play, all changes and cancellations should be directed to your hotel. When calling the hotel direct, you will be able to get someone at the front desk 24/7.

4What age do you have to be to check into the hotel?
Most hotels require you to be at least 18 years old but in some cases, it could be as much as 21 years old. Please contact your hotel before you arrive to confirm their check in policies.

5My child is traveling to the event alone and he/she is only 17 years old, what should I do?
Please arrange to have someone over the age of 18, preferably another parent or the coach to check in the player. They should be good for the remainder of their stay.

6What if I want a different room type than you have available or maybe a suite?
Call us at 888-241-8405 or email us at windycity@wyndhamjade.com and tell us your needs; we will contact the hotel and do our best to get what you’re looking for.

7Can we get a comp room since we are booking a large number of rooms?
For the Windy City National Qualifier, unfortunately all of the comp rooms are used to house officials and staff. We negotiated a lower comp policy to keep the rates as low as possible.

8What will the deposit be?
Individual Reservations – First night’s room and tax for each individual room; non refundable after February 7, 2015.

Club/Team Reservations – 12 night’s room and tax will be charged beginning on February 7, 2015 and will be non-refundable at that time.

9Can I guarantee the team rooms by putting one name and one credit card number on the rooming list?
No. All rooms can be guaranteed with one credit card, but you must put a different name for each of the rooms you want to guarantee/reserve.

Your card will be charged a deposit of the first night’s room and tax for each room. Club/team block charges will begin on February 7, 2015 and will be non-refundable at that time.

10The rooming list is due, but I do not have everyone’s credit card number yet, what do I do?
Each reservation does need a valid credit card in order to hold their reservation. You can use your card to hold it and then change that at a later date.

Please note: Your card will be charged a deposit of the first night’s room and tax for each room. Club/team block charges will begin on February 7, 2015 and will be non-refundable at that time.

11After I send the rooming list in, can we make changes? If so, who do we contact?
The best way to make changes after you have submitted the rooming list is to do so online. Follow the directions to make changes that will be on the link WJ sends you to access your team block and enter your rooming list. If you need personal assistance, call us at 888-266-7731 or 972-349-5883 or email your needs to windycity@wyndhamjade.com.

12Am I guaranteed my special request (Non-smoking, Rollaway, high floor, room type, etc.)?
All special requests are requests only. The hotel will make every attempt to honor each request, but cannot guarantee it.

13Will room type requests be considered a special request?
Yes. Room Type Requests cannot be guaranteed and will be based on availability upon arrival. Please make sure all guests that will be in each room are listed on the reservation in order for the hotel to better plan for your arrival.

14Does the hotel have an Indoor pool? What are the amenities?
All of the Indoor Pools are marked as such on the Hotel Amenity Chart. Please be aware the hotel pool could be seasonal or out of service during your stay. To confirm, please feel free to call the hotel direct, closer to your arrival date. (Add Amenity Chart Link here).

15Do I need to give you a credit card when I make the reservation with you? Individual Reservation vs. Team Reservations?
Yes for both individual and club/team reservations.

Individual Reservation, we need your credit card number entered at the time of the reservation in order to guarantee your room. Please note: Your card will be charged a deposit of the first night’s room and tax for each room.

For Club/Team Reservations, WJ requires a credit card for guarantee on each reservation at the time the reservation is submitted. Names Due Deadline will be February 6, 2015. Club/team block charges will begin on February 7, 2015 and will be non-refundable at that time.

16Does that mean my card will be charged if my plans change and I forget to cancel this reservation?
Yes.

17If one or more people on my team (or in some cases the entire team or club) don’t have a cc, or would rather prepay by check, what do I do?
All reservations must be held with a valid credit card in order to be guaranteed. Please be aware that most hotels require at least a one night’s room and tax deposit.
For all club/ teams that wish to pay by check:

  • Write check out for the total amount of all players’ first night’s room and tax deposits
  • Make check payable to: Windy City Housing
  • Write on the check: Team Name, Reservation Number, and Arrival Date
  • Rooming List and accompanied Check need to be postmarked no later than the Names Due Date of February 6, 2015 to:Windy City Housing6100 W. Plano Parkway, Ste. 3500Plano, TX 75093

18Should we wait until we are accepted to make our hotel reservations?
No, do not wait. Windy City is allowing you to pre-reserve rooms before receiving acceptance. Should you not get accepted, you will need to cancel your reservations/rooms as soon as possible in order to not incur cancellation fees.

19What am I to do if the hotel charges me incorrectly?
Email Wyndham Jade all of your reservation information, including your room folio or credit card statement showing the charge – windycity@wyndhamjade.com. We will work with the hotel to ensure you are refunded accordingly.

20How do I go about getting my hotel confirmation number?
Your acknowledgement (Web ID) number is assigned by Wyndham Jade, assuring that the hotel will honor the reservation. This should be all the confirmation you need; however, if you would like a separate hotel confirmation, they will be available after March 19, 2015. Please email or call Wyndham Jade to have this sent.

Wyndham Jade will email hotel confirmations to all teams on a team rooming list.

21What is RESERVE-AND-SERVE?
RESERVE-AND-SERVE is the housing policy associated with the qualifications for The Windy City National Qualifier. Clubs/Teams want the best possible rate, at the best hotels. By requiring teams to stay at Windy City National Qualifier approved hotels, the rate discounts can be better negotiated.

22What is an Approved Hotel?
Approved Hotels are hotels that contract with The Windy City National Qualifier, through Wyndham Jade, to offer rooms for teams attending the tournament at a discounted rate. [Approved Hotel Link]

23When is my rooming list due?
February 6, 2015.

24How many rooms must a team or club book?
A team must book a minimum of 12 room nights on one agreement with Wyndham Jade at an [Approved Hotel Link] (for example, 4 rooms booked for three nights each equals 12 room nights).

25How do I make a cancellation?
Please call Wyndham Jade at 888-266-7731 or 972-349-5883 or email windycity@wyndhamjade.com to cancel your reservation as well as receive a refund for any deposits charged, if applicable.

If housing is closed, any cancellations or changes to the check in/check out date must be sent to the hotel direct. Cancellations for group & individual reservations will not be accepted after 5:00pm, CST, March 26, 2015.

26Will I get charged if I cancel my reservation?
All reservations cancelled on or before February 6, 2015 will receive a refund on their first night’s room and tax deposit. All reservations cancelled after the date of February 6, 2015 will not receive a refund on their first night’s room and tax deposit. If it is after the final cutoff date of March 27, 2015, please direct all cancellations to the hotel in order to not be charged a no-show fee.

27How do I change the check in/check out date?
Any change to a reservation can be made online, by phone or by emailing Wyndham Jade, as long as it is before the final cutoff date of March 27, 2015. If after this date, all reservation changes will need to be directed to the hotel’s in-house group reservations department. Please note your hotel’s individual cancellation policy in order to not incur fees if needing to cancel.

28I called the hotel and they do not have any record of me. What do I do?
The hotel will not have any of your reservation information until after March 12, 2015. Please continue to direct all housing related items to Wyndham Jade until Final Cutoff of March 27, 2015, at which time the hotel will have all reservations in their system.

29When is the hotel going to charge my credit card?
The hotel will receive the first night’s room and tax deposit collected by Wyndham Jade when rooming lists are sent to the hotel, March 12, 2015. The hotel will not make any additional charges until you checkout.

Individual Reservations – First night’s room and tax for each individual room; non refundable after February 7, 2015.

Club/Team Reservations – 12 night’s room and tax will be charged beginning on February 7, 2015 and will be non-refundable at that time.

The hotel will receive the first night’s room and tax deposit collected by Wyndham Jade when rooming lists are sent to the hotel, March 12, 2015. The hotel will not make any additional charges until you checkout.

30Will they see my credit card number or anyone else’s credit card?
No, only the last 4-digits of the credit card is visible. You will have to present a credit card upon check in.

31How do I get other people in my group to give you their credit card information to guarantee their particular room?
If each person will have a different form of payment, they will need to have access to the Windy City National Qualifier Team Housing Platform. After using the team’s unique login, they will be able to add a form of payment to their specific reservation.

32How do I pay for a room using a credit card I will not have with me when checking into the hotel?
You will need to fill out a credit card authorization for the hotel you will be staying at. Each hotel could have different policies regarding their credit card authorization process, so please make sure you reach out to your hotel for details.
You can find all of the credit card authorization forms here. (Add URL with all hotel’s CCA forms)

33Why isn’t the hotel I want on the Approved List?
There are several factors that go into contracting team rooms for The Windy City National Qualifier – rate, location, functionality of the hotel for team groups, etc. If a hotel has the availability to offer a discounted group rate, Wyndham Jade’s contracting team will work with the hotel to ensure the necessary amenities are also offered to our teams. Unfortunately, some hotels have internal business and/or do not have a hotel that is suitable for our teams. These are just a couple factors that could arise and not allow Wyndham Jade and The Windy City National Qualifier to contract rooms.

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