A single Saturday in January
The Checkered Flag Championship runs on Saturday, January 9, 2027 at the Indiana Convention Center in Indianapolis. The venue lists the event as Victory Athletics Spirit, booked into Exhibit Hall A with a forecast attendance of 450. The Center sits at 100 S. Capitol Avenue.
One competition day decides the travel plan. A club, a school squad or a rec programme can run a single night and drive home on Sunday.
A second event shares the building that day. The venue lists the Whitetail Film Tour in Wabash Ballroom 1-2 for January 9 with a forecast attendance of 300.
What the organiser has published
The event page carries the date, a team registration link and the line "More Information Coming Soon!". No timetable, doors time or spectator price is published there yet. Confirm the running order before a coach call time is fixed.
One reservation, one rooming list
A programme sends whole teams. Three squads of 12 athletes at quad occupancy is 9 rooms. Eight coaches and chaperones at double occupancy is 4 rooms. That is 13 rooms and 44 names on one rooming list for one night.
bookMyTeam sends one request to 50 or more hotels per destination and returns the offers side by side. Hotels respond in 24 to 72 hours, and many reply the same day. Submitting a request is free, and the group pays the hotel directly.
The site's own terms cover the shape of the job. A room block is "a reserved set of rooms held by a hotel for your team until a specified cut-off date". The cut-off date is the deadline by which team members must book inside the block, and unclaimed rooms return to the hotel's general inventory after it. A group rate is "a discounted hotel room rate negotiated for a block of 10+ rooms".
Thirteen rooms clears that threshold. A single squad of six athletes and two coaches does not, and bookMyTeam notes that some hotels discount for as few as five rooms depending on season and availability.
The waiver and the parent email
The coaches' checklist requires team and athlete waivers signed. The athlete waiver sits on regchamp.com and "must have a parent's email address attached to the athlete registration to send out to waivers to parents". Collect that address when the roster is built.
Background checks before the floor
Coaches' bands are issued only to registered coaches with an approved background check uploaded and a government-issued ID present that matches the name in RegChamp. Paper copies are not accepted at the event, and every coach shows a government-issued ID at coaches' check-in.
Junior coaches under 18 are exempt and must be an event athlete or show photo or school ID. The checks the requirements page lists are USASF Greenlight, a USA Cheer card, a current background check from a place of employment, a teacher's current school ID, and clearchecks.com.
The fees around a late admin week
A $125 late fee applies on the tenth day before the event if the invoice is unpaid. A further $125 applies to payment on the Friday or Saturday before, the day before the event or the day of it. Division, level or scoresheet changes requested after the first preliminary schedule is released, eight days out, cost $100 per team. Two coaches per team are free, and each additional coach costs $25. Across three teams the two late fees reach $750.
The Sunday return
One night is the working plan. A Saturday, January 9 arrival with a Sunday, January 10 departure holds Monday training intact. A Friday look at the floor adds the Friday night.
The venue counts 7,100 hotel rooms in downtown Indianapolis and 4,700 of them connected to the Center by skywalk. The skywalks close on a rule of thumb of about 11:00 p.m. and reopen about 6:00 a.m., and the venue states the exact hours are event-dependent.
What to put in the request
Send one request for the whole programme: the night, or both nights if Friday is in play, the room count at the occupancy the group will run, the adults who need floor access, coach parking and any early breakfast before a morning session.
Then attach the rooming list to the block, collect the parent emails and load the background checks before the invoices fall due. The venue's next booked event after January 9 is the Youth Rally and Mass Service on January 20, so the January 10 departures meet no competing arrivals.
