Key facts
- Use it
- 4 weeks out, 1 week out and 48 hours out
- Owner
- One team manager or team parent, with a backup
Book (4+ weeks out)
- Hotel rooms, with the free-cancellation deadline noted
- Group rate or room block if you need 9 or more rooms
- Transportation: charter bus, rental vans or flights plus airport transfers
- Team dinner reservation for the night before the first game
- Tournament or spectator tickets and parking passes
Check group rates near Dallas
See hotels →Dates and 5 rooms prefilled. Change them in the booking card.
Collect (2 weeks out)
- Signed permission slips and medical release forms
- Insurance card copies and emergency contacts for every player
- Allergy and medication list, shared with every chaperone
- Rooming list sent to the hotel
- Payments or deposits from families, with receipts
Pack (team and staff)
- Uniforms (home and away), warmups and a spare set
- Equipment bags, balls, scorebook or tablet, and chargers
- First aid kit, ice packs, tape and athletic trainer supplies
- Printed itinerary and contact sheet in each vehicle
- Snacks and water for travel days
Confirm (48 hours out)
- Game times and court or field numbers
- Hotel reservation numbers and check-in time
- Bus or van pickup time and driver contact
- Restaurant reservation and headcount
- Weather and a backup plan for delays
Send the plan
Put the itinerary, hotel address and staff phone numbers in one message to families. The GroupVoy planner builds it and sends it on WhatsApp, or as a PDF you can print for each vehicle.
Frequently asked questions
What documents do players need for an overnight team trip?
Usually a signed permission slip, medical release, insurance information and emergency contacts. Your school or club may require its own forms.
When should you send the rooming list to the hotel?
Most hotels want it a week or two before arrival. Check the date in your group agreement.
Sources
GroupVoy is not affiliated with the events, venues or organizations named on this page.