The Ultimate Hack for Tracking Hotels for Travel Tournaments
If you’ve ever tried to coordinate hotel stays for an entire team of sports families, you know the struggle is real. Between finding the right location, keeping track of pricing, remembering who booked where, and sending endless text updates, it’s enough to make any team parent question their life choices.
And let’s be honest—no one wants to be the person scrambling at 10 PM to figure out where the team dinner is because half the families are staying at one hotel and the rest are across town.
So, let’s talk about the one thing that can save your sanity: tracking everything in one place.
You Need One Master List
Keeping hotel details scattered across emails, text messages, and random notes in your phone is a recipe for disaster. You think you’ll remember that the team is staying at the Crimson Pines Resort, but when the inevitable last-minute questions roll in— What time is check-in? Does it have a pool? Who booked the block?—you’re suddenly deep in a scroll-hole trying to find the info.
A Hotel Tracking Spreadsheet solves this problem by keeping everything in one place. Here’s why that matters:
1. Everyone Stays on the Same Page (Literally)
When all hotel details—name, address, price, booking deadlines, and even notes from past stays—are in one document, there’s no confusion. No more duplicate bookings, no more “Wait, was it the Hampton Inn or the Hilton Garden Inn?”
2. You Can Compare Options Easily
Let’s say your team has two hotel options: one with a pool (instant kid approval), and one that’s $20 cheaper per night. A spreadsheet lets you lay out all the details side by side, so families can quickly choose the best fit.
3. You Can Track Booking Deadlines
Ever had a team parent realize too late that the room block expired? Yeah, not fun. With a spreadsheet, you can note when reservations are due, so no one is left paying last-minute surge pricing.
4. All Important Contacts in One Place
Who do you call if there’s an issue with your reservation? What’s the group booking code? Instead of scrolling through emails or texting five different people, all the important details—hotel contacts, phone numbers, and even email addresses—are ready to go.
5. It’s a Lifesaver for Future Seasons
Maybe you find the perfect hotel this year. Having it recorded makes next year’s planning a breeze. A quick copy-paste and BOOM—you’re ahead of the game before tryouts even happen.
Fix the Chaos with Our Hotel Tracking Spreadsheet
If you’re nodding along because this all sounds too familiar, good news: we’ve already done the hard work for you.
Our Hotel Tracking Spreadsheet is designed specifically for travel sports parents who need to organize hotel stays without the stress. It includes:
Tournament name & location
Hotel name, address, and price per room
Pool, breakfast, and parking details (aka the real deal-breakers for families)
Booking deadline reminders
Contact names, emails, and phone numbers
Notes section to remember who recommended it and any past team experiences
Stop letting hotel logistics be the thing that stresses you out before a big tournament weekend. Grab the spreadsheet, plug in your team’s info, and enjoy knowing everything is in one place.
Download the Hotel Tracking Spreadsheet here!
Your future self (and your fellow team parents) will thank you!