FAQs
Who Is MCI USA?
Why do some hotels have more than a 1 night minimum?
What if my cancellation period starts over a weekend and I can't get a hold of anyone at MCI USA?
What age do you have to be to check into the hotel?
My child is traveling to the event alone and he/she is only 17 years old, what should I do?
What if I want a different room type than you have available or maybe a suite?
Can we get a comp room since we are booking a large number of rooms?
What will the deposit be?
Can I guarantee the team rooms by putting one name and one credit card number on the rooming list?
The rooming list is due, but I do not have everyone's credit card number yet, what do I do?
After I send the rooming list in, can we make changes? If so, who do we contact?
Am I guaranteed my special request (Non-smoking, Rollaway, high floor, room type, etc.)?
Will room type requests be considered a special request?
Does the hotel have an Indoor pool? What are the amenities?
Do I need to give you a credit card when I make the reservation with you? Individual Reservation vs. Team Reservations?
Does that mean my card will be charged if my plans change and I forget to cancel this reservation?
If one or more people on my team (or in some cases the entire team or club) don't have a cc, or would rather prepay by check, what do I do?
Should we wait until we are accepted to make our hotel reservations?
What am I to do if the hotel charges me incorrectly?
How do I go about getting my hotel confirmation number?
What is RESERVE-AND-SERVE?
What is an Approved Hotel?
When is my rooming list due?
How many rooms must a team or club book?
How do I make a cancellation?
Will I get charged if I cancel my reservation?
How do I change the check in/check out date?
I called the hotel and they do not have any record of me. What do I do?
When is the hotel going to charge my credit card?
Will the hotel see my credit card number or anyone else's credit card?
How do I get other people in my group to give you their credit card information to guarantee their particular room?
How do I pay for a room using a credit card I will not have with me when checking into the hotel?
Why isn't the hotel I want on the Approved List?
MCI USA is a company that handles more than 1 million room nights each year across the USA. We not only provide sports housing services, but also work to secure housing for several national conventions and many major companies! MCI USA is always committed to taking care of your housing needs because YOU are OUR Guests!
Approved Hotels
Approved Hotels
Why do some hotels have more than a 1 night minimum?
When an area has more demand for rooms than are available, some hotels may require a minimum length of stay to help the hotel maximize their inventory and revenue.
What if my cancellation period starts over a weekend and I can't get a hold of anyone at MCI USA?
By the time your cancellation period comes into play, all changes and cancellations should be directed to your hotel. When calling the hotel direct, you will be able to get someone at the front desk 24/7.
What age do you have to be to check into the hotel?
Most hotels require you to be at least 18 years old but in some cases, it could be as much as 21 years old. Please contact your hotel before you arrive to confirm their check in policies.
My child is traveling to the event alone and he/she is only 17 years old, what should I do?
Please arrange to have someone over the age of 18, preferably another parent or the coach to check in the player. They will need to comply with the USA Volleyball Guest Conduct Policy while staying at the hotel.
What if I want a different room type than you have available or maybe a suite?
Call us at 888-241-8405 or email us at adidaswindycity@mcievents.com and tell us your needs; we will contact the hotel and do our best to get what you're looking for.
Can we get a comp room since we are booking a large number of rooms?
For the adidas® Windy City National Qualifier, all of the comp rooms are used to house officials and staff. We negotiated a lower comp policy to keep the rates as low as possible.
What will the deposit be?
Individual Reservations - 1-night room and tax deposit to be charged at time of reservation with a $4.00 processing fee; this deposit is non-refundable if cancelled after January 10, 2020.
Club/Team Reservations - 1-night room and tax deposit to be charged at time of reservation with a $4.00 processing fee; this deposit is non-refundable if cancelled after January 10, 2020. If the club/team falls below agreed upon 12 room nights minimum the card on file will be charged for each room night under 12.
Club/Team Reservations - 1-night room and tax deposit to be charged at time of reservation with a $4.00 processing fee; this deposit is non-refundable if cancelled after January 10, 2020. If the club/team falls below agreed upon 12 room nights minimum the card on file will be charged for each room night under 12.
Can I guarantee the team rooms by putting one name and one credit card number on the rooming list?
No. All rooms can be guaranteed with one credit card, but you must put a different name for each of the rooms you want to guarantee/reserve.
The rooming list is due, but I do not have everyone's credit card number yet, what do I do?
Each reservation does need a valid credit card in order to hold their reservation.
After I send the rooming list in, can we make changes? If so, who do we contact?
The best way to make changes after you have submitted the rooming list is to do so online. The directions are noted on the welcome letter sent to the group contact. If you need personal assistance, please call us at 888-266-7731 or 972-349-5883. You may also email us the changes at adidaswindycity@mcievents.com.
Am I guaranteed my special request (Non-smoking, Rollaway, high floor, room type, etc.)?
All special requests are requests only. The hotel will make every attempt to honor each request, but cannot guarantee it.
Will room type requests be considered a special request?
Yes. Room Type Requests cannot be guaranteed and will be based on availability upon arrival. Please make sure all guests that will be in each room are listed on the reservation in order for the hotel to better plan for your arrival.
Does the hotel have an Indoor pool? What are the amenities?
All of the Indoor Pools are marked as such on the Hotel Amenity Chart. Please be aware the hotel pool could be seasonal or out of service during your stay. To confirm, please feel free to call the hotel direct, closer to your arrival date. Amenity Chart.
Do I need to give you a credit card when I make the reservation with you? Individual Reservation vs. Team Reservations?
Yes for both individual and club/team reservations.
Individual Reservation: 1-night room and tax deposit plus $4.00 processing fee to be charged at time of reservation; this deposit is non-refundable if cancelled after January 10, 2020.
For Club/Team Reservations: 1-night room and tax deposit plus $4.00 processing fee to be charged at time of reservation; this deposit is non-refundable if cancelled after January 10, 2020. If the club/team falls below agreed upon 12 room nights minimum the card on file will be charged for each room night under 12.
Individual Reservation: 1-night room and tax deposit plus $4.00 processing fee to be charged at time of reservation; this deposit is non-refundable if cancelled after January 10, 2020.
For Club/Team Reservations: 1-night room and tax deposit plus $4.00 processing fee to be charged at time of reservation; this deposit is non-refundable if cancelled after January 10, 2020. If the club/team falls below agreed upon 12 room nights minimum the card on file will be charged for each room night under 12.
Does that mean my card will be charged if my plans change and I forget to cancel this reservation?
Yes.
If one or more people on my team (or in some cases the entire team or club) don't have a cc, or would rather prepay by check, what do I do?
All reservations must be held with a valid credit card in order to be guaranteed. Please be aware that most hotels require at least a one night's room and tax deposit.
For all club/ teams that wish to pay by check:
For all club/ teams that wish to pay by check:
- Write check out for the total amount of all players' first night's room and tax deposits
- Make check payable to: Windy City Housing
- Write on the check: Team Name, Reservation Number, and Arrival Date
- Rooming List and accompanied Check need to be postmarked no later than the Names Due Date of January 10, 2020 to:
Windy City Housing
6100 W. Plano Parkway, Ste. 3500
Plano, TX 75093
Should we wait until we are accepted to make our hotel reservations?
No, do not wait. adidas® Windy City National Qualifier is allowing you to pre-reserve rooms before receiving acceptance. Should you not get accepted, you will need to cancel your reservations/rooms as soon as possible in order to not incur cancellation fees.
What am I to do if the hotel charges me incorrectly?
Email MCI USA all of your reservation information, including your room folio or credit card statement showing the charge - adidaswindycity@mcievents.com. We will work with the hotel to ensure you are refunded accordingly.
How do I go about getting my hotel confirmation number?
Your acknowledgement (Record ID) number is assigned by MCI USA, assuring that the hotel will honor the reservation. This should be all the confirmation you need; however, if you would like a separate hotel confirmation, they will be available after March 20, 2020. Please email or call MCI USA to have this sent.
MCI USA will email hotel confirmations to all teams on a team rooming list.
MCI USA will email hotel confirmations to all teams on a team rooming list.
What is RESERVE-AND-SERVE?
RESERVE-AND-SERVE is the housing policy associated with the qualifications for The adidas® Windy City National Qualifier. Clubs/Teams want the best possible rate, at the best hotels. By requiring teams to stay at adidas® Windy City National Qualifier approved hotels, the rate discounts can be better negotiated.
What is an Approved Hotel?
Approved Hotels are hotels that contract with The adidas® Windy City National Qualifier, through MCI USA, to offer rooms for teams attending the tournament at a discounted rate. Approved Hotels
When is my rooming list due?
Your rooming list is due January 10, 2020.
How many rooms must a team or club book?
A team must book a minimum of 12 room nights on one agreement with MCI USA at an Approved Hotel (for example, 4 rooms booked for three nights each equals 12 room nights).
How do I make a cancellation?
Please call MCI USA at 888-266-7731 or 972-349-5883 or email adidaswindycity@mcievents.com to cancel your reservation. Please note: a 1-night room and tax charge will be assessed for every individual cancellation made after January 10, 2020. Clubs/Team cancellations will be charged if they fall below the 12-room night minimum.
Will I get charged if I cancel my reservation?
Individual Reservation: 1-night room and tax deposit is non refundable if cancelled after January 10, 2020.
For Club/Team Reservations: If the club/team falls below agreed upon 12 room nights minimum the card on file will be charged for each room night under 12.
For Club/Team Reservations: If the club/team falls below agreed upon 12 room nights minimum the card on file will be charged for each room night under 12.
How do I change the check in/check out date?
Any change to a reservation can be made online, by phone or by emailing MCI USA, as long as it is before the final cutoff date of April 2, 2020 6:00 PM. If after this date, all reservation changes will need to be directed to the hotel's in-house group reservations department. Please note your hotel's individual cancellation policy in order to not incur any additional fees if needing to cancel.
I called the hotel and they do not have any record of me. What do I do?
The hotel will not have any of your reservation information until after March 20, 2020. Please continue to direct all housing related items to MCI USA until Final Cutoff of April 2, 2020 6:00 PM, at which time the hotel will have all reservations in their system.
When is the hotel going to charge my credit card?
The hotel will receive 1-night room and tax deposit paid to MCI USA. At check-in the hotel may choose to place a "hold" for additional nights and/or incidentals.
Will the hotel see my credit card number or anyone else's credit card?
If a deposit was previously taken by MCI USA only the last 4-digits of the credit card is visible. If a deposit was not taken the credit card is sent to the hotel who may charge a 1-night room and tax deposit beginning March 20, 2020.
How do I get other people in my group to give you their credit card information to guarantee their particular room?
If each person will have a different form of payment, they will need to have access to the adidas® Windy City National Qualifier Team Housing Platform. After using the team's unique login, they will be able to add a form of payment to their specific reservation.
How do I pay for a room using a credit card I will not have with me when checking into the hotel?
You will need to fill out a credit card authorization for the hotel you will be staying at. Each hotel could have different policies regarding their credit card authorization process, so please make sure you reach out to your hotel for details.
Why isn't the hotel I want on the Approved List?
There are several factors that go into contracting team rooms for The adidas® Windy City National Qualifier - rate, location, functionality of the hotel for team groups, etc. If a hotel has the availability to offer a discounted group rate, MCI USA's contracting team will work with the hotel to ensure the necessary amenities are also offered to our teams. Unfortunately, some hotels have internal business and/or do not have a hotel that is suitable for our teams. These are just a couple factors that could arise and not allow MCI USA and The adidas® Windy City National Qualifier to contract rooms.