Frequently Asked Questions

How do I know that my reservation is confirmed with the property?
Upon making your reservation, you will receive an instant confirmation to your email address. As reservations are made, the property receives a secure link to view and download all reservations in real time; however, hotel sales departments are always working with numerous reservations day-to-day and it may not be inputted into the hotel’s system immediately. Please direct all correspondence regarding confirmations to SSE, and not to the hotel directly.

How can I be sure my credit card information is secure?
We use and hold the highest level of secure-socket-layer (SSL) encryption available. This encryption allows our users to feel confident and secure about supplying their credit card and personal information. SSL provides assurance that you are really doing business with us and that the information you are sending to us cannot be intercepted or decrypted by anyone other than the intended recipient.

Can I book a room for tonight?
Some hotels allow you to book rooms until 3:00pm on the day of arrival. Only those hotels that follow this policy will be displayed to you if your arrival date is the same day.

Do you offer assistance with air travel or ground transportation?

We partner with the most prestigious travel agency in the region, World Travel, whose agents will assist you in flights, rental cars and even vacations. Please email: and we will be happy to assist with these requests.

Is there a free shuttle from the airport to the hotel?
Some hotels do provide free shuttle services from the airport. This information can be found on the property information page for the specific hotel.

Will I get a free breakfast?
Most hotels include a free breakfast with each room night booked. That information can be found on the property information page for the specific hotel.

What about parking at the hotel?
Free parking is provided at most hotels except those located in downtown areas. Check the property information pages for information on parking.

What is the “notes to hotel staff” section on my reservation?

This space is provided for requests such as rewards numbers, allergies, floor preferences, rollaway beds, early or late checkout and any other special accommodations. Hotels work with high volumes of reservations daily so you will not always be notified if these requests cannot be made. The SSE office is diligent about making sure special requests are noted by the hotel; however, because of the volume of business both our office and the hotels do, oversights are not uncommon. We want to reiterate that special requests are never guaranteed. It is recommended to always remind the front desk at check-in of rewards numbers and special requests. SSE does not take responsibility for special requests not being accommodated, as these are usually accepted based upon availability.

Will my team be blocked together?

We always request that the team be blocked together; however, it is never guaranteed due to other existing in house guests. Hotels do everything they can to accommodate team blocks.

I would like a rollaway bed.

Due to fire codes, hotels with double beds do not allow for a rollaway bed. Should you have a non-double room, you can make your rollaway request in the “notes to hotel staff” field when booking your individual reservation. Hotels have a limited number of rollaways, and often charge for them so they are never guaranteed.

I would like a different room type than what is offered?
Your team manager/travel coordinator can view the room types available when creating your team block of rooms. SSE always encourages that the person in charge of blocking the rooms be mindful of the room types needed to accommodate their team. Often, if the room type is different than what is desired, it is because that was all that was available at the time of booking.

What is the policy for complimentary rooms?

While we always attempt to negotiate complimentary rooms, it is up to the hotel’s discretion whether to offer them. Due to an overall increase in travel and higher hotel occupancy, even if a complimentary room is negotiated, you normally must meet a higher ratio of actualized rooms. Should this room be provided, it will be listed under the property information page. Label the delegate in the “notes to hotel staff” section of your reservation.

Can I book my room with my rewards points?
Unfortunately not. Hotels only allocate a specific number of rooms per night for points redemption. You must call the number on the back of your rewards card to book your room with points. If you choose to book with points, it will be booked outside of the group block and you will not receive the same concessions as the rooms booked within the block.

How do I get driving directions to the hotel?
Click the map link on the hotel property page. This map will give you the main cross streets and address of the hotel.

Do hotels have minimum age requirements to book a room?
Some hotels require a minimum age of 18 in order to book and check into a room. Most require the guest(s) be 21. You can see requirements and other hotel amenities on the hotel's property information pages.

What is your low rate guarantee?
All hotel reservations are guaranteed to be the lowest rate available, at the time of booking, for the dates requested and the same hotel. If you find a lower rate for the same dynamics the process is simple: Submit our Rate Guarantee Form within 24 hours of making the booking with us. We will gladly work with the hotel to adjust the rate or cancel your reservation without penalty. *This guarantee may not apply to special events or third-party bookings.*

How accurate is your hotel amenities information?
The hotel information is updated by the hotel or hotel chain several times per year. Additionally, we strive to have the most accurate and complete hotel information available, but we must rely on the personnel at the hotel property to update and change information when appropriate. If you have specific requirements we recommend you contact the hotel to validate the amenity or service(s).

Who can I contact to help me?
Should you not find the answer to your questions by reading through our frequently asked questions list, you may contact the office by email or phone.

Email: reservations
Phone: 918-382-9294

What are additional fees and taxes?
Every city has their own tax rates that are imposed by local, city, state and federal agencies. In some states there are additional flat fees accrued in addition to these taxes. Taxes are computed on the hotel reservation amount and fees charged as predicated by the provider. Non-refundable deposits are periodically required to hold rooms for your arrival and to provide you the lowest rates. We do our best to provide a break-out of these rates. However, occasionally a hotel will not provide us with this information. If you find the tax rate is not broken out—please call the hotel directly for this information.

What is the service fee?
The $5.50 service fee is a non refundable booking fee.

Do I pay for the entire reservation amount or do I just make a deposit to hold the room?
It depends on what we have negotiated with the provider. Some of the providers require no deposit of any kind, while some require just a room night deposit to hold your room. Still, others may require pre-payment at the time of your reservation. Please refer to the amount displayed on the hotel confirmation page to see what your credit card will be charged upon making the reservation. Typically, those requiring pre-payment are offering significantly reduced rates.

What if I have questions about a previous reservation?
Please refer to your confirmation or go to the website and complete a Customer Service Request. Include your previous reservation amount along with your questions. A Successful Sporting Events Representative will contact you within 48 hours to answer your questions.

Can I make reservations for someone else?
You can make a reservation for someone else using our system. Just make sure you include that person's name and information as the guest. You can have a different name and address for the guest and for the person paying with their credit card.

How do I cancel my reservation?
Please fill out a cancel/modify my reservation form. Include your previous reservation amount along with your questions. Provided it is before the cancellation deadline, A Successful Sporting Events Representative will contact you within 24 hours. Please check the cancellation policy regarding refunds of reservation and/or deposit amounts. The policies are clearly detailed and closely followed because of our contractual arrangements. All cancellations must be done through Successful Sporting Events.

What happens if the tournament is cancelled due to inclement weather?

Within the SSE contracts with hotels, we have an “Act of God” clause which allows cancellations due to inclement weather. Under normal circumstances, rain constitutes inclement weather. However, in some cities, inclement weather is only severe Acts of God. SSE always strives to make sure you are protected for inclement weather cancellations. However, we cannot guarantee cancellations due to outside decisions made by the tournament director that are not due to the immediate threat of the weather.

Can I switch hotels?
That depends. We will do our best to accommodate team requests. There are many factors involved in switching hotels and it often works on a case-by-case basis which strongly depends on whether rooming lists have been finalized with the original hotel.

What credit cards do you accept?
We accept Visa, Mastercard, American Express, and Discover.