Guides · Sports teams
How to plan a high school team trip to a state tournament
Updated October 2026
State tournament trips come together fast. You may have a week or less between qualifying and the first game, and you are booking for 15 to 40 people at once. This checklist keeps the planning in order.
1. Lock the headcount first
Everything else depends on the number of travelers. Count athletes, coaches, trainers, managers and chaperones separately. Check your district or league policy for the required chaperone ratio and whether parents may ride with the team.
2. Book rooms as early as you can
Hotels near tournament venues sell out once brackets are set. For 9 or more rooms, ask for a group rate or room block so the whole team stays together at one price. Ask for:
- Rooms on one floor, with coaches at each end of the hall
- Free breakfast, so game-day mornings are simple
- A meeting room for film or team talks
- Parking for vans or a bus
Most teams room 3 or 4 athletes per room with two beds. Coaches usually take single rooms.
3. Choose vans or a bus
Under about 20 travelers, rented 12-passenger vans or minivans driven by approved staff are usually cheapest. Above that, a charter bus is often simpler and safer, and the driver handles parking and hours. Check your school's rules: many districts restrict which vehicles staff may drive. Read our guide to group transportation for the trade-offs.
4. Build the budget per player
| Cost | How to estimate it |
|---|---|
| Hotel | Rooms × nightly rate × nights |
| Transportation | Vans × daily rate × days, or the charter quote, plus fuel |
| Meals | Travelers × daily meal allowance × days |
| Extras | Tournament fees, practice gym, team dinner |
Divide the total by the number of travelers to get the cost per person. The GroupVoy planner does this math for you and exports it as a spreadsheet for your athletic director.
5. Send parents one clear plan
Parents want the departure time, hotel name and address, game times, what to pack and the return time. Put it in one message. GroupVoy turns your plan into a WhatsApp message or a PDF you can send in one tap.
6. Day-before checklist
- Permission and medical forms collected
- Rooming list sent to the hotel
- Emergency contacts printed for each vehicle
- Uniforms, warm-ups, medical kit and team snacks packed
- Departure time and meeting spot confirmed with every family
Describe your trip in one sentence. Get the itinerary, rooms, vehicles and cost per person, then share it on WhatsApp.