Stay and Play
The USQ Stay and Play policy applies to all regional championships and US Quidditch Cup. The policy requires that in order to participate in a particular event, all teams are required to book hotel rooms in one of several tournament-approved hotels through US Quidditch’s booking process.
Exemption from Stay and Play
The only exception to this rule is for teams who are located within 100 miles driving distance of the tournament site address, using the shortest driving distance as reported by Google Maps. Collegiate teams must use their school’s address as their location. For community teams, they must demonstrate that a majority (half plus one, rounding down) of their roster (those who are registered adult players) lives within 100 miles driving distance of the tournament site address. The goal of the exemption is to accommodate local teams who could safely drive home and spend the night at their place of residence before, during, and/or after a regional or national championship.
Teams must fill out this form no later than 5 weeks before their regional championship or US Quidditch Cup to be considered for an exemption. USQ events staff will contact applicants within 2 business days and either issue an official approval, a provisional approval (subject to the roster review detailed below), request more information, or deny the exemption application.
Collegiate teams will be asked to provide their school’s address, and a link to a page on the school’s website that verifies the address.
Community teams will be asked to provide a list of players who reside within 100 miles driving distance of the tournament site address. They do not need to provide players’ addresses. Trial members do not count, only fully registered adult players. Players should ensure that their current address is up to date in the website, as that is how USQ staff will be verifying information submitted by community teams. USQ will then review the community team’s entire roster (the full team roster, not just those on the event roster) as it stands 4 weeks before the regional championship or US Quidditch Cup to confirm that the majority (half plus one, rounding down) of the team’s players reside within 100 miles of the tournament.
If a team has their exemption revoked, they will be required to book approved hotel accommodations by the registration deadline in order to be eligible to compete in that tournament.
WHY IS USQ USING A STAY AND PLAY POLICY?
A Stay and Play policy is among the most effective tools we have to ensure overall event quality. In addition to lowering rates for teams on hotel packages, this policy increases our negotiating power with future host cities by allowing USQ to commit to a fixed number of room blocks for teams at hotels. This number translates to a greater economic benefit to host cities, and will encourage greater city support of our events in terms of both amenities and financial contribution. This commitment of room blocks also increases the number of potential hosts that are likely to submit bids.
For the continuation of our regional championship and US Quidditch Cup programs, it is crucial that we institute a Stay and Play policy to continue to receive quality bids for these events.
HOW DOES STAY AND PLAY HELP MY TEAM?
Benefits for teams from implementing Stay and Play include:
LOW GROUP ROOM RATES
Stay and Play leverage allows us to negotiate collectively lower room rates for our blocks. Without Stay and Play, a considerable number of hotels in the best locations would be available only at higher rates. With a fixed commitment to purchasing room blocks, our travel planner will be able to offer rooms for lower rates than if we had to reserve rooms based on anticipated occupancy, as we have done in the past.
MORE ROOMS CLOSER TO THE TOURNAMENT LOCATION
Hotels that are familiar with Stay and Play policies know that their block will fill up and are willing to work with USQ to allocate rooms. This, in turn, produces more rooms closer to the tournament location and more rooms at a wider variety of hotels and price points.
USQ will have staff available on-site throughout check-in and will be available via phone for the entire duration of the event. The involvement of USQ staff means that teams will have points of contact who can assist in resolving issues that may arise regarding transportation, check-in, or hotel service.
STAY AND PLAY FAQ
Who determines the rules for Stay and Play?
USQ determines the guidelines and procedures for the Stay and Play policy and then implements the policy.
What other organizations use Stay and Play?
The concept of the Stay and Play policy is utilized by leagues across the athletic landscape, including USA Volleyball, USA Lacrosse, USA Field Hockey, and many high school sports programs.
What hotels will be available via Stay and Play?
USQ and our city partners will consider all hotels willing to offer a contract for rooms at a set price. USQ evaluates multiple hotels near a tournament site for factors including cost, location, and amenities when determining which hotels we will contract with for a particular event.
How many rooms does my team have to book?
Your team must book enough rooms to accommodate every player on your tournament roster. Also, your team must book enough rooms to abide the hotel's occupancy policies. This means a maximum of two people per bed per room (some packages may also include sleeper sofas or cots and will include an extra two people per room). Teams must also stay for a minimum of two nights for Regional Championships and US Quidditch Cup. Exceptions to the two night minimum will be considered on a case-by-case basis, and requests for an exception can be made via email to email@example.com.
What happens if my team doesn't want to stay in a tournament-approved hotel?
Unless a team qualifies for an exemption, all teams competing at USQ events must stay at tournament approved hotels. Teams who do not comply with this policy will not be permitted to compete in the event.
Is my team allowed to stay at the house of a family or friend that is near the tournament site?
In order to be effective in securing better bids for our events, we require that all teams that are based outside the 100-mile radius stay at approved hotels, not at houses of families or friends or rented locations. USQ will be checking that the number of rooms each team books is consistent with the number of players on that team’s tournament roster.
Why isn't the hotel I want on the list of options?
We consider proposals from any hotel that wants to host teams, and actively solicit hotels to negotiate rates. However, a hotel cannot be forced to offer a room block for an event; it is a business decision by the hotel. Sometimes hotels have previous engagements booked on the tournament dates and do not have rooms available to provide a block. Also, some hotels offer rooms at rates that are too high.
For questions about the stay and play policy, please contact firstname.lastname@example.org.