A GUIDE TO SEAMLESS SPORTS TRAVEL GROUP BOOKINGS
Navigating the Complexities of Group Sports TravelPlanning Travel for Small or Large Groups Can be Daunting…
How do you know if you are securing the right accommodation for your team? Does your travel programme ensure that everyone arrives at their destination in peak condition?
In this guide to streamlining group travel for those in the sports industry, we take a deep dive into the importance of itinerary planning, the power of budgeting, the benefits of partnering with a travel management company (TMC), and more.
ASSESS YOUR DESTINATION
Before you start booking your flights or scouting out hotels, take a moment to consider the destination your group will be travelling to.
Climate: What is the temperature and weather like at your destination? If travelling to a hot country, you might want to ensure that transport on the ground is fully air-conditioned. Conversely, if travelling to a cold, winter climate, your choice of accommodation might be dictated by how difficult it might be to travel by road.
Visa Requirements: Make sure that you know the visa requirements of your destination inside and out. The last thing you want when arriving at your destination is any delays at the border.
BUILD AN ITINERARY
As the old saying goes: “Failure to prepare, prepare to fail”. By crafting a watertight itinerary, you’ll find that you’re already halfway done.
Make it Comprehensive: Don’t underestimate the power of detail. When building an itinerary, don’t let anything slip through the net. Make a note of flight schedules, accommodation check-in and check-out times, training sessions, and match schedules.
Emergency Contacts: Share emergency contact information with all team members and have a designated point of contact for any issues.
Travel Insurance: Purchase comprehensive travel insurance to cover medical emergencies, trip cancellations, and lost luggage. At Gray Dawes Sports, our team of industry experts can give you advice and help you secure the best deals.
MASTER YOUR BUDGET
Keeping your travel costs in check without sacrificing on the quality of the experience can be tricky. But not impossible…
Set a Budget: Establish a clear (and reasonable) budget for every stage of your trip. This includes the cost of flights, accommodation, meals, and any extra activities.
Group Rates: Try to negotiate group rates on all elements of your trip where possible. These are generally cheaper and more suited to larger parties. A good TMC can negotiate these rates for you.
Track Expenses: Make sure that you have access to a budgeting tool or travel-specific technology that can monitor what you spend such as the YourData platform from Gray Dawes.
PARTNER WITH A TMC
A travel management company (TMC) can help you secure the best group travel rates, especially those that specialise in sports travel.
Always On Support: Make sure that your chosen TMC offers a global service that works around the clock, regardless of time zones. This will ensure you have support regardless of where or when you are in the world.
Special Relationships: Your TMC should have well-established relationships with travel suppliers and a strong understanding of the sports industry. The latter is important as sports-specific group travel usually presents a unique set of challenges (e.g. transporting specialist sports equipment).
IN SUMMARY
As a sports team, every detail matters. By meticulously managing itineraries and budgets, forming partnerships with sports travel experts, and conducting thorough destination assessments, you can elevate your team’s travel experience and performance.
Makes sure to utilise travel management software that can streamline booking processes, track expenses, and generate real-time updates, such as our very own YourTrip online booking tool. Consider factors like jet lag, time zone differences, and dietary restrictions when booking accommodation to optimise player performance. Finally, make sure to partner with a TMC with good relationships with airlines, hotels, and ground transportation providers to secure preferential rates and personalised services.
CALL US
+44 (0) 1134 689 240
EMAIL US
sports@gdg.travel
LOCATION
Millshaw
Leeds
LS11 8EG
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