Frequently Asked Questions

The housing requirement allows THS the ability to negotiate the lowest rates, and hold those rates firm for our customers, preventing supply and demand from influencing rate changes from the time the venues are contracted until the event occurs. These negotiations also include getting the best amenities and team-friendly cancellation policies with premier hotel properties near the venue. Secondly, the ability to secure the best space for an event in the ideal time frame is directly tied to the event producer’s ability to deliver and track hotel room nights. Cities build convention centers and venues of all sizes to bring in business. Cities measure an event’s impact on their economy based on hotel room usage. If an event can prove their positive economic impact on the city by accounting for all their participants utilizing their hotels, then the city will in turn help the event to secure the best possible dates and rates for the future. This is true for large, city-wide events, as well as smaller events in smaller cities.

Housing requirements at events will…
  • Ensure the event is held on the most ideal date
  • Lock in the lowest hotel rates at the premier properties (see our Lowest Rate Guarantee)
  • Guarantee hotel room types
  • Ensure hotel terms and conditions are fair and team-friendly
  • Allow customers to collect and use hotel loyalty/rewards points

Please click HERE for a complete list of the Varsity All Star 2020-21 events that require housing.

For the upcoming competition season, teams attending Stay Smart (Housing Required) events are required to book their rooms through our housing service, THS at a partner hotel. For some participating athletes and families, exceptions to this policy may be considered due to surrounding circumstances.

Prior to requesting an exemption, please verify that your request meets one of the reasons below:
  • Commuter Distance (gym is within 100 miles of venue)
  • Hotel Rewards Points Reservation
  • Military/Government/First Responder Discount
  • Hotel Employee Discount
  • Staying with Family and/or Friends
  • COVID-19
Once you have confirmed that your request meets one of the reasons above, please send an email to Tiffany@thsweb.com to request a housing exemption form.

Yes, you can earn rewards points with your preferred hotel chain when booking through THS. Simply list your hotel rewards number on your reservation when booking and provide it to the hotel upon check in. To book rooms using rewards points please visit your Hotel Rewards Portal. Once you have completed the reservation please send an email to Tiffany@thsweb.com to request a housing exemption form.

THS guarantees the lowest group rates at our partnered hotels through continual rate integrity checks. If you find a room of the same type (double, king, etc.), on the same dates, with the same included amenities (breakfast, parking, etc.) and with the same team-friendly payment and cancellation terms, please report it to us by completing the Report a Lower Rate Form. If confirmed, THS will ensure that your team rate will be reduced to match the rate found. Please note the lowest rate guarantee is only applicable until the contracted cut off date. Once the rooms are released, the hotels are able to sell remaining inventory at rates that are not covered by the program. Please click HERE to view additional details of this guarantee, including proof requirements and excluded rates.

Booking through a housing company should not cost you more, that’s why when you book with THS you will NEVER encounter any hidden reservation charges or booking fees! We are committed to ensuring that our customers experience flexibility with their hotel reservations, so we work hard to negotiate team-friendly cancellation policies with our hotel partners. THS never charges separate change or cancellation fees. Individual hotel cancellation deadlines/policies are outlined in the details of each hotel listing and can be viewed at the time of booking.

We recognize that it is common for teams to secure their hotel reservations 3-6 months prior to the event. Additionally, many of our customers book hotels for multiple events at a time. It is for this reason we do not require any prepayment at the time of booking. Although your credit card will not be charged at the time of booking, per the terms of our agreement, our hotel partners reserve the right to charge a deposit within 30 days of your scheduled arrival date. The deposit policy varies by hotel and contract. Please refer to the terms and conditions of your reservation to confirm the deposit requirement.

THS is happy to request additional nights for you however, shoulder night requests cannot be guaranteed at the group rate and are subject to hotel availability. Please complete a General Inquiry Form to request the nights you need.

Please contact us at 908-979-0928 or THS@thsweb.com and we will be happy to assist you.

Most hotels require guests to be at least 18 years of age to check in however, some hotels have a minimum age requirement of 21. Please contact the hotel directly to verify their age policies for check in.

Yes, when making a reservation on our website, space is provided to make such requests. The hotel will do their best to meet your needs during your stay however, neither THS nor the Hotel can guarantee special requests.

If your organization wishes to pay by check please follow the steps below: Make the check payable to the Hotel for the total amount listed on your contract (including tax) and mail to:
THS Company
200 Route 31 North, Suite 204
Flemington, NJ 08822
*The check must be received by THS at least 6 weeks prior to your check in date. Please include your THS Reservation number as well as a list of the guest names you are providing payment for.

If you plan to pay for more than three rooms on one credit card OR if the cardholder will not be present at check in, you may be required to complete a credit card authorization form. Please contact the hotel directly if you are in need of this form and return it directly to the party listed on the form prior to your scheduled arrival.

Tax exemption forms must be submitted directly to the hotel 30 days prior to arrival. Please note these forms are only valid if the hotel is in the same state that the tax exemption is issued.

Your hotel confirmation number will be emailed to you approximately 1-2 weeks prior to your arrival.

THS never charges separate change or cancellation fees however your hotel may charge a fee for reservations cancelled after the advertised deadline. Individual hotel cancellation deadlines/policies are outlined in the details of each hotel listing and can be viewed at the time of booking. Please refer to the terms and conditions of your reservation on your confirmation email to verify the deposit requirement and cancelation policy.

The cancellation policy for each hotel and event varies. Please refer to the terms and conditions of your reservation on your confirmation email to verify the deposit requirement and cancelation policy. If you cancel prior to the cancellation deadline and the deposit is refundable, the hotel will refund your deposit upon receipt of your cancellation. Team reservations must maintain their contracted room night requirement in order to receive refunds. *Please note that refunds may take between 5-10 business days to appear on your account (depending on your bank/credit card company).

The contract between THS and each hotel, and subsequently each team/club and THS, is a legally binding document whose terms must be honored. However, for specific emergency situations, THS will submit a request to the hotel on your behalf, requesting any cancellation penalties are waived for individual room cancellations that occur for the following reasons:
  • Hospitalization or death of an immediate family member. Immediate family refers to the following relation to the athlete: Mother, Father, Sibling, or Grandparent.
  • The athlete must miss the tournament for medical reasons.
  • The area surrounding the athlete’s home has been declared a “disaster area” or weather related "State of Emergency" is issued by the state’s governor or the city’s mayor.
  • COVID-19 related state and local travel restrictions, “shelter in place” orders, mandated quarantines or state border closures that prohibit you from traveling to the event.
  • If you or anyone in your household has tested positive for COVID-19, cared for an individual who is in quarantine or is a presumptive positive due to being in close proximity to any individual, who tested positive for COVID-19.
    • If your cancellation was due to one of the above situations please complete a Cancellation Penalty Waiver Form. Please verify that your cancellation meets the form requirements prior to submitting.

    In the event that Varsity makes the decision to cancel a competition as a result of the COVID-19 pandemic or due to state and local travel restrictions, “shelter in place” orders, mandated quarantines and/or state border closures that prohibit teams from traveling to the event, all reservations will be cancelled without penalty.

    Please refer to the terms and conditions of your reservation on your confirmation email to verify the deposit requirement and cancelation deadlines. After the deadline, if you are unable to attend the completion because you or someone in your household has tested positive for COVID-19, cared for an individual who is in quarantine or is a presumptive positive due to being in close proximity to any individual who tested positive for COVID-19, you will be asked to cancel your reservation and then complete a Cancellation Penalty Waiver Form so that we can ask the hotel to waive the cancellation fee due to the circumstances.

    Please refer to the terms and conditions of your reservation to reconfirm the deposit requirement and cancelation policy. If you still feel you were incorrectly charged, please complete a Guest Refund Request Form and a member of our team will reach out to the hotel on your behalf to have the charge corrected.