Why are we changing the room booking process?

As HYC continues to grow, we are constantly evaluating our processes. One of the biggest challenges has been the room booking system. The Embassy simply isn’t equipped to handle the high volume of calls from our group, which has caused long wait times—and in some cases, people calling hundreds of times just to get through. We believe this new process will make booking much smoother and far less frustrating.

Will I know immediately after filling out the form if my group has rooms at the Embassy?

No. It will take about a week and a half for you to hear back from the Embassy as they process all of the requests.

How will I know if my group has rooms at the Embassy?

If your group receives rooms at the Embassy, you will get a confirmation email directly from the Embassy. At that point, you will complete your booking directly with them. Please allow about a week and a half for this process.

How will I know if my group did not receive rooms at the Embassy?

Once all Embassy rooms are filled, Arkansas Youth will send an email to those who did not receive rooms. That email will include a list of overflow hotel options.

If I did not receive a room, how do I get placed on the waitlist?

If you completed the room request form but did not receive a room in the initial process, you will automatically be added to the waitlist.

How many forms should be submitted per church?

Just one per church group filled out by your group leader. If you are attending individually, you will need to fill out your own form.

Will room requests be honored in the order they are received?

Yes, with few exceptions. AR Youth does honor our top 5 MTM giving churches with room choice first.