Key facts
- Start
- 6 to 12 weeks out for a planned tournament; same day for a playoff run
- Biggest costs
- Hotel rooms and transportation, then meals
- Key documents
- Roster, rooming list, permission and medical forms, itinerary
1. Set the headcount and the budget
Count everyone who travels: players, coaches, trainers, managers, chaperones and any drivers. Then build a per-person budget from four lines: rooms, transportation, meals and extras (tickets, parking, activities). The group math in the GroupVoy planner does this for you and exports a CSV for the athletic director or booster club.
2. Check your school, league or club rules
Before you book anything, find out the rules you have to follow: approved transportation (many districts restrict who can drive students and in what vehicles), chaperone ratios, overnight policies, and any event housing requirement. A tournament with a "stay to play" policy decides your hotel for you.
3. Book rooms
- Under 9 rooms: book standard rooms with free cancellation on a booking site.
- 9 rooms or more: ask the hotel for a group rate or a small room block. Read how hotel room blocks work before you sign.
- Ask every hotel: Is breakfast included? Can a bus or vans park on site? Is there a meeting room for film or a team meal? Can players be on one floor?
Dates and 5 rooms prefilled. Change them in the booking card.
4. Choose transportation
Under about 25 travelers, rental vans or school vehicles may work if your rules allow them. Above that, a charter coach is usually simpler and often safer. Compare the options in charter bus vs. 15-passenger vans. If you fly, add airport transfers for the whole group, not just rideshares.
5. Plan meals
Game days need predictable meals at set times. Reserve a team dinner the night before the first game, and call restaurants ahead for groups of 15 or more. Hotels with breakfast included save both money and a morning trip.
6. Paperwork
Collect permission slips, medical forms, insurance cards and emergency contacts before departure, and keep copies with at least two adults. See the team travel checklist.
7. Share one itinerary
Parents ask the same questions: when do we leave, where are you staying, when are the games. Send one itinerary with times, the hotel address and the coaching staff's phone numbers, and update it when brackets change. The planner sends it on WhatsApp, Telegram or as a PDF.
Frequently asked questions
How far ahead should you book a team trip?
For a scheduled tournament, start 6 to 12 weeks ahead and book refundable rooms early. For playoffs, book refundable rooms as soon as your team is a contender.
How many players per hotel room?
Many teams put 3 or 4 players in a room with two beds. Follow your school or club's policy.
Should parents book their own rooms?
On club and travel teams, families usually book their own rooms near the team hotel. School teams usually book rooms for players and staff only.
Sources
GroupVoy is not affiliated with the events, venues or organizations named on this page.