Q: How do we book rooms?
Q: How do we book rooms?
A: This year rooms are to be booked directly through the hotels?
Q: Who do we call to make our reservation? Do we/can we call central reservations?
A: No. We do not have central reservations this year. You have to call the hotels directly.
Q: What information will I need to make my reservation?
A: This depends on your role at the Nationals. If you are:
1) Your AYF/AYC unique booking code which you will ONLY receive after your team/squad has registered and paid its registration fee at myayf.com. Your teams unique booking code begins with the letters F**, FMM, C, D, or ST.
AYF will issue (4) four OFFICIAL PLAYER CREDENTIALS per hotel room reserved for the week of the event. (i.e. if a team books 7 hotel rooms for the event using its AYF booking number, they will receive 28 Player Credentials for his/her players/cheerleaders. Meaning only 28 kids will be allowed to participate in the National Championships.
NOTE: If a team books 8 rooms and is entitled to receive 32 player credentials, but only has 30 players on its official roster, AYF will withhold the 2 extra credentials.
ALSO: If a team books 9 rooms and is entitled to receive 36 player credentials, and that team has up to 3 extra players, that team will not be required to book an extra room, AYF will issue up to 3 player credentials to teams whose player roster is not divisible by 4.
If teams are not booked into the AYF-approved hotels with their reservations tied to their unique booking code, they will not be eligible to participate. NO EXCEPTIONS.
Teams will not be placed in the bracket/schedule if we do not have confirmation from the hotels of your reservation per your booking code.
IMPORTANT: Reservations made for participants are guaranteed reservations and are not cancelable. They cannot be canceled and require a minimum stay. If you do not show up, your credit card will still be charged. As long as your team or squad is on the competition schedule, you will not be allowed to check out of your hotel. Once you have finished competing, the hotel will be notified and you will be able to check out. Checking out of an approved hotel prior to your elimination from the tournament will result in your team's immediate disqualification from the tournament.
As hotel room reservations can not be canceled, hotel rooms should be the last thing you book, if you are uncertain of your budget and thus ability to attend the event.
2) If you are booking a room as a family member, friend, volunteer and/or spectator and you want to stay in one of the approved AYF hotels and wish to receive the same AYF discounted pricing You MUST:
1) Call the hotel directly. The numbers are provided on the ayfchampionships.com website under the “travel and accommodations” tab.
Q: How many approved hotels are there?
A: There are Thirteen (13) approved hotels.
Q: What are the hotels?
A: We have selected 13 hotels. Their nightly rate ranges from $60.00 to $148.00/ per night.
Q: Why can’t we rent houses or stay at villas this year? We have in the past.
A: AYF’s ability to coordinate the National Championships is dependent on the economic impact of the AYF event on Florida’s Osceola County. In the past there has been too much abuse of teams staying outside of the county, and or cramming too many people in a single dwelling. AYF has taken every step to ensure that accommodations are suitable for all participants and attendees by providing a range of choices at different price points.
Q: Will I be charged tax at the hotels?
A: Maybe - that’s up to you. If you are considered a 501(c)3 organization under AYF and have followed the instructions in the Tax Exemption section in ‘Travel & Accommodations’. You will not be charged Florida’s state sales tax.
Q: How do I apply for the State of Florida Consumer’s Certificate of Exemption?
A:This information was posted in myayf.com, circulated in the Huddle, AYF’s e-newsletter and was disseminated to conference personnel. If it is more than 45 days prior to Nationals, you can still apply for tax exemption in Florida. Follow the process here. The state of Florida requires approx. 30-45 days to process your application and return the State of Florida Consumer’s Certificate of Exemption to you.
Q: What if I have a problem with my hotel once I am there and need to change hotels?
A: There should be no problems with these hotels. These hotels have worked with AYF before and have good track records. If you still feel there is a problem, contact the property manager. If you are unable to resolve your problem after speaking to a property manager, and a change is needed, you will be permitted to switch to another one of the other 13 AYF-approved hotels, as we have reserved extra rooms just in case. You will be responsible for the rate of the new hotel, even if the rate is higher than your previous hotel. Please contact the new hotel you want to transfer to and they will notify us of this change. Please advise the existing hotel that you would like to change and both hotels will notify us of a hotel switch.