TEAM HOTELS

Important Information

Music City offers multiple hotel booking options to accommodate various club administrative structures. As a “STAY & PLAY” event, acceptance into the tournament requires that teams maintain a confirmed hotel reservation within our event housing block, as well as register and pay the entry fee. Minimum room nights apply.

If you believe you are a local club, please contact info@musiccityvb.com to confirm. Do not assume you are considered a local team.

Click here for Stay & Play FAQS.

Requirements:

Teams must register and pay for the event before gaining access to hotel rooms.
ALL teams must have a minimum of 15 room nights. (5 rooms for 3 nights or 3 rooms for 5 nights)

Loyalty Program

Loyalty Program:
The Loyalty Program will be an “Invite Only" housing program. Clubs will be invited to enter the Loyalty selection process every single year. There is no roll-over. There are a limited number of hotel rooms in the Loyalty Program. Once all rooms are claimed, the Loyalty Program will close.

Criteria to Qualify:

In order for a club to be considered for Loyalty, they must have attended Music City for 4 of the past 5 years, maintained hotel reservations in good standing and have not had major penalty fees applied.

How to Apply and be Selected:

An email invite will be sent to clubs that meet the above criteria along with a Loyalty housing application on Sept. 1.
- This application will go into a selection system where clubs will have an opportunity to be chosen for Loyalty.
- Sept 4 - Application window closes at 5pm ET
- Receiving an invite, and filling out an application does not guarantee that your club will be chosen.
- DO NOT INCLUDE A TEAM IN YOUR APPLICATION THAT YOU ARE NOT 100% SURE WILL BE IN ATTENDANCE.
THS will send confirmations to selected Clubs.
- Clubs cannot add additional teams to the application once it has been submitted.
- Other teams will have to book in General Housing.
Clubs will be given 24 hours to register and pay for the event (date will be shared by the event staff to Loyalty Teams).
- If Entry and Payment are not made in this timeframe, their loyalty contracts will be cancelled and they will have to complete their housing requirement when General Housing opens.
PLEASE NOTE: Checks will not be accepted. Payments via credit card and ACH can be made on SportWrench

Loyalty Policies:

Loyalty team entry fees are non-refundable.
Loyalty contracts cannot be cancelled without penalties.
A minimum of 30 room nights (10 rooms x 3 nights) per team is required
There will be a cap of 39 room-nights (13 rooms x 3 nights) for each team. If additional rooms are needed, you can book them through General Housing when it opens.
Not all Loyalty hotels are within walking distance. THS will contact you to assist in booking the next best options. Separating your teams into different hotels may help.
Only TEAM contracts are permitted, no individual reservations can apply to Loyalty and each team must have a separate contract.
- You may NOT combine multiple teams to meet the minimum room-night requirement.
- Rooms within a teams’ contract can be utilized by anyone associated with the team.
- Each team must agree to utilize 90% of the contracted room-nights.
  - Only Club Directors or the assigned housing coordinator can cancel rooms in a Loyalty block. There will be no individual cancellations accepted by THS.
  - Teams are subject to further penalty fees if cancellations fall below 90% - the price of the penalty fee will be at the discretion of the event. If payment is not made before the start of the event, all matches will be forfeited till which time the penalty is paid.
  - Clubs will be removed from Loyalty Selection for future years if they have to pay penalties due to dropping rooms.
  - PLEASE NOTE, FOR PENALTY PAYMENTS: Checks will not be accepted. Payments via credit card and ACH can be made on SportWrench
Each team is required to book and maintain 2 King Rooms.
Multiple hotels may be required to accommodate clubs with multiple teams depending on your room needs.
All THS rooming list requirements must be adhered to by the club

DO NOT ACCEPT A SPOT IN LOYALTY UNLESS YOU ARE 100% SURE YOU CAN UPHOLD THE REQUIREMENTS. THERE WILL BE NO EXCEPTIONS.

How To Be Prepared:

Start compiling your loyalty team(s) information:
- Number of teams
- Number of rooms
- Team names
  - *Make sure the team name(s) you put on your application are exactly the same as the name you will put in to SportWrench to avoid future complications*
If you receive an invite, and choose to apply for Loyalty:
- Fill out the application as quickly as possible. The timestamp on your application will be applied to the ranking process.
  - Do not rush through your information. It is pertinent that your information is correct.
  - Teams CANNOT be added once an application has been submitted. Absolutely no exceptions.
  - Team names need to match as they will be listed in SportWrench.
- After the application window closes at 5pm EST on Sept. 4, no more applications will be accepted.
  - Absolutely no exceptions will be made.
If your club is chosen for Loyalty:
- You will receive an email with next step instructions
- You will have a short time period to complete those instructions.
- If a club does not complete the requirements in the designated time, they will be removed from Loyalty for that season and will have to complete housing through General Housing.
  - *They will be able to apply for loyalty again in the following years if they receive an invite and an application.

General Housing

General Reservation Program:

The General Housing Program applies to all teams that have not been booked through the Loyalty Program and includes room availability at all Big South contracted hotels. Making a reservation DOES NOT automatically guarantee entry into the tournament. Check SportWrench and your emails to confirm accepted status.

Criteria To Qualify:

There is no qualifying process to book a General reservation. Anyone associated with a team can book.
Teams must be registered and paid before a reservation can be made.

General Housing Policies:

Reservations will open Oct 6, 10am CDT.
Each reservation made must be associated with a team
- Only one person per team will be allowed to book.
  - If dual reservations are made for a single team, THS will cancel the second booking
- Only group-based booking reservations will be allowed to be made on Day 1 of housing opening.
- After Day 1, individual-based booking reservations will be permitted
- Reservations made at multiple properties under multiple names can apply towards the minimum requirements for a team
- Cancellations can be processed on-line.
Each team must have a minimum of 15 room nights (5 rooms x 3 nights) associated with their entry in order to be accepted into the event.
- That minimum must be maintained at all times after acceptance.
- You may NOT combine multiple teams rooms to meet the minimum room-night requirement.
- Any cancellation, group or individual, may affect the accepted status of that team.
There is a cap of 39 room-nights (13 rooms x 3 nights) for each team. If additional rooms are needed, you must contact THS.
If a group contract is booked, you must agree to utilize 90% of the contracted room-nights.
- Teams are subject to further penalty fees if cancellations fall below 90% - the price of the penalty fee will be at the discretion of the event. If payment is not made before the start of the event, all matches will be forfeited till which time the penalty is paid.
  - PLEASE NOTE, FOR PENALTY PAYMENTS: Checks will not be accepted. Payments must be made on site and in cash.
Some hotels in the downtown area may have 3 night minimums.
Multiple hotels may be required to accommodate clubs with multiple teams depending on your room needs.
All THS rooming list requirements must be adhered to by the team.

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Hotel List

MCVC2026 Hotel List TBD

Hotel List

Questions

For all hotel questions regarding your reservations, please contact THS directly at (888) 536-8326.

Important Information

Loyalty

Hotel List

General

Questions

TEAM HOTELS

Important Information

Loyalty Program

In order for a club to be considered for Loyalty, they must have attended Music City for 4 of the past 5 years, maintained hotel reservations in good standing and have not had major penalty fees applied.

How to Apply and be Selected:

An email invite will be sent to clubs that meet the above criteria along with a Loyalty housing application on Sept. 1.

This application will go into a selection system where clubs will have an opportunity to be chosen for Loyalty.

Sept 4 - Application window closes at 5pm ET

Receiving an invite, and filling out an application does not guarantee that your club will be chosen.

DO NOT INCLUDE A TEAM IN YOUR APPLICATION THAT YOU ARE NOT 100% SURE WILL BE IN ATTENDANCE.

THS will send confirmations to selected Clubs.

Clubs cannot add additional teams to the application once it has been submitted.

​Other teams will have to book in General Housing.

Clubs will be given 24 hours to register and pay for the event (date will be shared by the event staff to Loyalty Teams).

​If Entry and Payment are not made in this timeframe, their loyalty contracts will be cancelled and they will have to complete their housing requirement when General Housing opens.

PLEASE NOTE: Checks will not be accepted. Payments via credit card and ACH can be made on SportWrench

Loyalty Policies:

Loyalty team entry fees are non-refundable.

Loyalty contracts cannot be cancelled without penalties.

A minimum of 30 room nights (10 rooms x 3 nights) per team is required

There will be a cap of 39 room-nights (13 rooms x 3 nights) for each team. If additional rooms are needed, you can book them through General Housing when it opens.

Not all Loyalty hotels are within walking distance. THS will contact you to assist in booking the next best options. Separating your teams into different hotels may help.

Only TEAM contracts are permitted, no individual reservations can apply to Loyalty and each team must have a separate contract.

You may NOT combine multiple teams to meet the minimum room-night requirement.

Rooms within a teams’ contract can be utilized by anyone associated with the team.

Each team must agree to utilize 90% of the contracted room-nights.

Only Club Directors or the assigned housing coordinator can cancel rooms in a Loyalty block. There will be no individual cancellations accepted by THS.

Teams are subject to further penalty fees if cancellations fall below 90% - the price of the penalty fee will be at the discretion of the event. If payment is not made before the start of the event, all matches will be forfeited till which time the penalty is paid.

Clubs will be removed from Loyalty Selection for future years if they have to pay penalties due to dropping rooms.

PLEASE NOTE, FOR PENALTY PAYMENTS: Checks will not be accepted. Payments via credit card and ACH can be made on SportWrench

Each team is required to book and maintain 2 King Rooms.

Multiple hotels may be required to accommodate clubs with multiple teams depending on your room needs.

All THS rooming list requirements must be adhered to by the club

**DO NOT ACCEPT A SPOT IN LOYALTY UNLESS YOU ARE 100% SURE YOU CAN UPHOLD THE REQUIREMENTS. THERE WILL BE NO EXCEPTIONS.**

​

How To Be Prepared:

Start compiling your loyalty team(s) information:

General Housing

General Reservation Program:

​

Criteria To Qualify:

There is no qualifying process to book a General reservation. Anyone associated with a team can book.

Teams must be registered and paid before a reservation can be made.

General Housing Policies:

Hotel List

Questions

Other teams will have to book in General Housing.

If Entry and Payment are not made in this timeframe, their loyalty contracts will be cancelled and they will have to complete their housing requirement when General Housing opens.

DO NOT ACCEPT A SPOT IN LOYALTY UNLESS YOU ARE 100% SURE YOU CAN UPHOLD THE REQUIREMENTS. THERE WILL BE NO EXCEPTIONS.