General Reservation Policy
A quick overview of when reservations are or are not needed, who to contact when making one and other key details.
- Couples and single ladies never need event reservations.
- Single Gentlemen who wish to attend an event open to single gentlemen are recommended to make a reservation to guarantee their entry unless attending with a member couple.
- Anyone desiring a hotel room in conjunction with an event is recommended to make a reservation as hotel rooms may not be available at the event. Please check with Club Registration at any club event for last minute assistance in obtaining a hotel room.
- You will automatically receive any discounted Room Rate provided to Carolina Friends and our members when your reservation is arranged through our Reservation Service or Club Registration at our events. The discounted rate is not otherwise available.
- Hotel Rooms are not available in the host hotel for Hotel Takeovers or in the private portion of our Partial Hotel Takeovers unless arranged through our Reservation Service or Club Registration at our events.
- Our Reservation Service handles all club and hotel reservations regardless of which event, city or type of reservation you wish to make.
- Always call our Reservation Service to make, cancel or confirm your reservation.
- Directions for using the Free Shuttle Service provided at designated events at The Estate or elsewhere will be provided by our Reservation Service when your reservation is made. We provide Free Shuttle Service ONLY for those who make their reservations through our Reservation Service as this allows us to better prepare for the number of couples who will be using this service.
About Our Reservation Service
Our reservation service is an independent company who we have contracted with to provide reservation services. Our Reservation Service also negotiates and manages our relationship with each of the hotel properties we use. The Reservation Service provides an incredible service for us… one number no matter what event, city or party you want to attend with a toll free number to boot! That’s convenience… and it’s also security as the Reservation Service can only make reservations for those on our Club Membership Roster. Thus, we can all be certain that only members can attend club events!
Please always treat those working at our Reservation Service with the respect they deserve. The employees of our Reservation Service are not club members nor in the lifestyle. our Reservation Service does not answer questions about Carolina Friends or its events; they handle your reservation requests, confirmations and cancellations only. They will also provide any hotel information you may require and the details on the FREE hotel shuttle service we provide Saturday evenings at The Estate in Charlotte and occasionally at other events. We are certain you will find our Reservation Service to be professional, friendly, discreet and ready to help you .
We ask that everyone make their own reservations as there is less confusion that way. And you must be on the Club Membership Roster to make a reservation in any case… so if your friends are new to the club, they will have to submit their Club Membership Roster information to us prior to making reservations on their own. Sign up free today and make your reservations now. Also, please note that the reservation software used by the Reservation Service does not allow us to book multiple rooms for a member couple.
Our Reservation Service is open from 8.30 AM – 7.00 PM Monday through Friday and 9:00 AM – 6:00 PM on Saturdays. Our Reservation Service will be closed on the following holidays: New Years Day, Easter Monday, Memorial Day, July 4th, Labor Day, Thanksgiving and Christmas day; they will be open for 1/2 day on New Years Eve and Christmas Eve.How to Make A Reservation
- Identify yourself as being with Carolina Friends when calling or emailing our Reservation Service .
- Call our Reservation Service at the number we will provide you once you are a member… so sign up free now!
Our Reservation Service handles all reservations, cancellations, billing and questions. Do NOT call the hotel directly.
Information Needed To Make A Reservation
Our Reservation Service can identify you only by name or club file number. They cannot identify you by email address… so please be certain to include your file number and/or full name, phone number and the best time to call in any message you may leave or email you may send.
Please make money orders payable to our Reservation Service , put “Carolina Friends” on the memo line and mail to our Reservation Service at the address we will provide you once a member of the club.
Cancellation Policy
- Some events may have special cancellation rules and/or conditions; please obtain the latest cancellation information when you reservation is made. Special cancellation policy information is generally available on that event’s party page as well.
- You must cancel any type of reservation when you won’t be attending; always cancel as early as possible.
- You will be charged a cancellation fee for any reservation for a hotel based event that is cancelled during the last 21 days before the event. See each event’s party page for the amount of that fee.
- We cannot accept cancellations after 5 PM on Wednesday the week of the event; refunds will not be given for cancellations received after 5 PM on Wednesday the week of the event.
Hotel Check In / Out Times
Hotel check in time is officially 3 PM, early check in will be permitted if a clean room is available. Every effort will be made to accommodate early check ins. Check out time is 11 AM. Late check out is usually available, please inquire when making your reservation.
