Navigating hotel bookings for team travel can sometimes lead to encountering waitlists. At Team Travel Source, we understand you might have questions about how our hotel waitlist system works. This guide addresses common inquiries to ensure a smooth experience in securing accommodations for your team.
Joining the Waitlist
If your desired hotel appears sold out for your dates, you may see an option to “Join Waitlist.” This indicates the hotel is currently full, but you can add your request to the waitlist. If the availability is marked “Sold Out” without a waitlist option, unfortunately, joining the waitlist is not possible at this time. To join, proceed with the booking process as usual, including providing your payment information.
Waitlist Inavailability
The waitlist option might be unavailable for a few reasons. Sometimes, hotels have pre-existing large group bookings limiting further room availability. Waitlists can also be deactivated if they reach capacity or due to the event date approaching quickly. We strive to offer the waitlist whenever possible, but these factors can occasionally limit its availability.
Waitlist Payment
Joining the hotel waitlist through Team Travel Source is completely free. You are only charged if and when your waitlisted reservation is confirmed. However, providing valid payment information is necessary when joining. This ensures that if a room becomes available, your reservation can be confirmed promptly.
If your payment method fails when a room opens, you will receive a 24-hour window to update your payment details. Please ensure your payment information is current to avoid missing out on the available room, as we cannot hold waitlisted inventory during this update period.
Waitlist Confirmation Timing
While we cannot guarantee a specific confirmation time for waitlisted reservations, rest assured that Team Travel Source actively works with hotels to fulfill waitlist requests. We aim to provide an update approximately 20 days before your arrival date if your waitlist request is unlikely to be confirmed.
If some nights of your request are confirmed while others remain waitlisted, you will have the option to keep the confirmed nights and remove the waitlisted ones. However, if payment declines at any point during the confirmation process, all nights of the reservation will be cancelled.
Managing Confirmed Reservations
Crucially, if your waitlisted reservation with Team Travel Source gets confirmed, please remember to cancel any duplicate hotel bookings you may have made elsewhere. This helps ensure hotel room availability for other teams and avoids unnecessary cancellation fees.
