Let’s talk about something that’s been bugging a lot of youth sports families: the infamous stay-to-play system. You know the drill—your kid’s team signs up for a tournament, and suddenly you’re locked into booking a hotel room from a pre-selected list, often at prices that make your jaw drop. They claim it’s for convenience or to secure group rates, but let’s be honest, a lot of families feel like they’re being held hostage.
In a country that prides itself on free markets and consumer choice, this system feels a bit… off. Why can’t parents have options? Why can’t tournament organizers find more sustainable ways to make money instead of squeezing it out of hotel bookings? The good news is, there are solutions—and we’re going to explore them.
Why Stay-to-Play Feels Unfair
For those unfamiliar, stay-to-play policies require teams to book their accommodation through designated hotels for tournaments. The idea is to streamline logistics and ensure everyone has a place to stay. In theory, it sounds great. But in practice, it leaves many families frustrated.
Here’s Why
Overpriced Hotels: Parents often find cheaper options on their own but are forced to pay higher rates under these policies, and even though some hotel organizers claim they have secured the best prices.
Lack of Choice: Whether you need a pet-friendly room or prefer a different location, stay-to-play doesn’t give you much flexibility.
Hidden Profit Motives: Let’s face it—many families suspect these policies exist more to pad organizers’ pockets than to benefit teams.
And while tournament organizers might argue that this is the only way to ensure quality and consistency, it’s clear that there’s room for improvement.
How We Can Do Better
The stay-to-play system doesn’t have to go away completely, it could evolve. Here are some solutions that could make a big difference:
1. Negotiate Directly with Hotels
With the help of industry experts, teams could negotiate great deals with hotels, including wholesale rates, free breakfast, or complimentary rooms for coaches. This approach ensures parents get excellent value while maintaining flexibility.
2. Offer Flexible Opt-Out Fees
Opt-out fees already exist for some tournaments, allowing teams to pay a fee—typically ranging from $300 to $500—to completely bypass stay-to-play requirements. Teams can also negotiate these arrangements through a travel expert, ensuring flexibility without sacrificing tournament participation.
3. Partner with Trusted Travel Agency
Instead of working with faceless booking agencies, or “one-time agencies”, tournaments can partner with reputable and certified travel agencies that specialize in youth sports. These agencies can negotiate fair deals and provide better service, ensuring parents fair pricing, without charging extra fees.
4. Focus on Tournaments Without Stay-to-Play
If you’re a team manager or coach, consider prioritizing tournaments that don’t enforce these policies. They’re out there—you just have to look. Supporting these events sends a message that families value flexibility.
5. Advocate for a Fairer Stay-to-Play System
Let’s say we keep stay-to-play but make it more transparent and family-friendly. Here’s how:
Fair Pricing: Hotels on the list should offer rates at or below market value.
Show the Value: Highlight the perks of staying close to the fields (not 40 minutes away), such as less travel time and space for team bonding.
Give Back: Why not allocate a portion of booking revenues to a charitable cause? Imagine how much goodwill tournaments could generate if families knew a portion of their expense was going toward supporting underprivileged youth athletes or funding community programs.
Time to Reclaim Choice in Youth Sports Travel
At the end of the day, parents aren’t asking for much. They want to pay fair prices and have their needs considered. Stay-to-play could work—but only if it’s implemented in a way that respects families’ budgets and preferences.
Tournament organizers: This is your chance to build trust and loyalty. Show families that you care about their experience, not just your own wallets. And families, don’t be afraid to speak up and advocate for change. Together we can make youth sports travel something that everyone can enjoy—without the headaches.
What do you think? Have you found creative ways to navigate stay-to-play policies, or would you like to see a system overhaul? Let’s keep the conversation going!
Sources: Reddit: Threads in r/sports and r/parenting discussing drawbacks and alternatives to stay-to-play policies; Travel Ball Parents Facebook Group: Discussions about hotel booking experiences, opt-out fees, and negotiating accommodations; CoachUp Nation: Articles discussing how grassroots tournaments succeed without stay-to-play mandates. coachup.com/nation; Soccer Today: Features on tournaments offering more flexible lodging options. soccertoday.com; The Soccer Parent Resource Center: Insights into how teams and families can collectively negotiate better arrangements. soccerparentresourcecenter.com
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