OUR 10-STEP PLAN TO ORGANISING THE TRAVEL FOR A PRO FOOTBALL SEASON
BEHIND EVERY MATCHDAY IS MONTHS OF PRECISE TRAVEL PLANNING
At Gray Dawes Sports, our work with National Women’s Soccer League (NWSL) clubs has demonstrated the true value of a specialist sports TMC in the North American market and beyond. The NWSL is one of the most competitive women’s sports leagues in the world, and managing travel for teams within it is largely complex. It’s also extremely rewarding.
In this article, Monte McCann – Sports Consultant at Gray Dawes Sports – runs through his 10-step guide to managing a season’s worth of travel, from the first fixture to the final whistle.
THE BALANCING ACT AT THE HEART OF NWSL TRAVEL
Managing travel for an NWSL team means operating as a smooth extension of the club’s own operations department, available year-round, embedded in the season plans, and ready to react at a moment’s notice when teams shift, injuries occur, or weather grounds an aircraft.
What makes the NWSL particularly complex is the combination of a long regular season (15 away fixtures across March to November), significant geographic variation – think cross-country West Coast and back-to-back road trips – and the ever-changing nature of professional team lineups. Layered on top of that is the constant tension between cost control and performance considerations. Every decision carries both financial and athletic consequences.
There’s no single template. Each club has its own culture, budget framework, and philosophy around player welfare. Our role is to understand those nuances deeply and translate them into travel programmes that genuinely serve each team’s ambitions.
OUR 10-STEP FRAMEWORK FOR THE NWSL SEASON
STEP 01
SEASON KICKOFF: STRATEGIC PLANNING
(January – February)
We meet with a team’s Operations department immediately after the league schedule is released. Every one of the 15 away fixtures is mapped: preferred departure dates, return timing, travel party size, and complex routing challenges. Postseason contingency planning begins in October once qualification scenarios take shape.
IN SHORT, WE…
- Meet with a team’s Operations department after fixture release.
- Review all 15 regular season away matches (from March to November).
- Confirm outbound travel dates and preferred return dates and times.
- Flag complex routing challenges e.g. long-haul trips to the West Coast.
STEP 02
FULL SEASON STRATEGY & RESEARCH
(6-8 weeks after fixture release)
IN SHORT, WE…
- Evaluate the best flight options, whether commercial or chartered.
- Review baggage policies for medical equipment, excess kits, etc.
- Contact airlines directly for group contract quotes.
- Negotiate flexible name policies, seat blocks, and upgrades.
STEP 03
CONTRACTING & TRACKER SETUP
IN SHORT, WE…
- Confirm deposit requirements (if applicable).
- Input all travel details into a master Team Travel Tracker.
- Provide Ops team with flight details, ticketing deadlines, name changes, and more.
- Execute airline group contracts.
STEP 04
NAME COLLECTION & TICKETING
IN SHORT, WE…
- Receive passenger manifests before ticket deadlines.
- Validate legal names (as per ID) and known traveller numbers.
- Issue tickets through Sabre or airline group desks (low-cost carriers).
- Invoice the team and send ticket confirmations and receipts.
STEP 05
SEAT ASSIGNMENTS & UPGRADES
IN SHORT, WE…
- Optimise seating assignments based on player / staff preferences.
- Coordinate paid upgrades when requested e.g. extra legroom.
- Continue adjusting seats and needs as team sheets evolve and change.
- Keep coaching and performance staff strategically grouped.
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STEP 06
PRE-DEPARTURE CONTROLS
IN SHORT, WE…
- Send detailed departure documents for outbound and return legs.
- Process name changes and ticket exchanges.
- Invoice for fare differences if applicable.
- Reissue updated departure documents.
STEP 07
HANDLING SPLIT TRAVELLERS
IN SHORT, WE…
- Account for injured players staying home or staff flying separately.
- Split passengers from group bookings
- Rebook alternative flights where needed.
- Ensure return legs are accurately documented and tracked.
STEP 08
GROUND TRANSPORT COORDINATION
(Where contracted)
IN SHORT, WE…
- Gather quotes, book, and confirm airport transfers.
- Book train segments (where necessary)
- Confirm driver names, contact phone numbers, and vehicle types.
- Ensure alignment between flight times and ground pickups.
STEP 09
DAY MONITORING & RISK MANAGEMENT
On travel days, we’re actively watching every departure – delays, weather disruptions, misconnection risk. If irregular operations look likely, we’re already calling airport hotels and communicating directly with Operations staff before problems escalate. We’re the unseen safety net keeping everything moving.
IN SHORT, WE…
- Actively monitor all departure flights.
- Track delays, weather disruptions, and misconnection risks.
- Call airport hotels for availability in case of a forced overnight.
- Serve as a behind-the-scenes safety net.
STEP 10
POST-TRIP MANAGEMENT
Safe return confirmed, unused ticket credits tracked, the master tracker updated – then preparation for the next away trip begins immediately. In October, postseason contingency scenarios are prepared. In November, preseason planning starts. Financial reporting is provided on request. There is no real off-season, only a different phase of planning.
IN SHORT, WE…
- Confirm a team’s safe return and address unused ticket credits.
- Update the master travel tracker document.
- Begin preparation for the next away match.
- Prepare for post-season travel in October and travel plans in November.
MORE THAN JUST LOGISTICS…
What distinguishes specialist sports travel from conventional corporate travel is the depth required. You’re not just booking travel; you’re woven into the operational fabric of a professional sports club, privy to its challenges, attuned to its rhythms, and genuinely invested in its results.
By the time a team touches down in a rival city, the hard work is already done. The travel day is the culmination of months of meticulous planning, coordination, and quiet problem-solving. And when the final whistle blows, wherever the result falls, you know everything is in place for a smooth journey home.
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