Athletics and activities
Teams, tournaments and competitions, moved as one
Sports teams, bands, choirs, debate squads, robotics teams and model UN delegations all travel as groups, on tight timelines, with rosters that change. Run that travel through one program and the coach can coach.
Northfield High School (example)
Girls’ soccer · Regional finals
Who travels
Every team and every activity
Athletics
Regular-season away games, tournaments, championships and preseason camps.
Music and performing arts
Band, choir and orchestra tours, festivals and adjudicated performances.
Academic competitions
Debate, model UN, science olympiad, robotics and quiz teams.
National and international events
Qualifiers that turn into flights with a few weeks’ notice.
Planning
From the schedule to the bus home
Season start
Plan the season
- List known away events and likely qualifiers
- Set the budget by team or activity code
- Agree who approves team travel
As soon as dates are known
Request the trip
- Dates, destination, group size, equipment or instruments
- Options checked against your policy
- Approval before booking
Booking
Hold group space
- Group travel from 10 attendees, with names that can follow where the airline allows
- Hotel room block near the venue
- Airport transfers for the team and its equipment
Roster changes
Keep names current
- Send changes to the travel team as the roster moves
- Name changes made where the airline allows; any deadlines flagged
Event week
Travel
- Itinerary and urgent number with every coach
- Delays and missed connections handled by a person
- Hotels reconfirmed before check-in
After
Reconcile
- One invoice, coded to the team
- Refunds and unused credits tracked and applied
Who does what
The school runs the team. We run the travel.
| Task | Your school | silentVIP |
|---|---|---|
| Eligibility and association rules | School and its athletic association or league | — |
| Roster and chaperones | Coach and school | — |
| Equipment and instruments | Coach checks airline rules for sports equipment and instruments | Books the flights and transfers to fit |
| Flights, rail and hotels | Sends dates and roster | Books the group, manages names and changes |
| Buses between hotel and venue | Contracts its own provider | — |
| Budget and coding | Chooses the team or activity code | Puts it on every charge |
| Help while away | Coach on the ground | Urgent help 24 hours a day, 7 days a week |
Qualified on Saturday
Flying on Thursday
Championship travel rarely gives notice. Because travelers, approvers and codes are already set up, a qualifier becomes a request, a set of checked options and an approval, not a weekend of phone calls. Quotes are returned within 4 business hours; urgent requests are handled 24 hours a day, 7 days a week.
Questions
Common questions
Can you handle bats, instruments and other equipment?
Airline rules for sports equipment and musical instruments vary by airline and route. Check them for your equipment; we book flights and transfers that fit what you need to carry.
Do you help with association or league compliance?
No. Eligibility, travel rules and reporting for your athletic association or league are the school’s responsibility.
Can we see what each team spent?
Yes. Reports show spend by department and project, so each team or activity can have its own code.
Who can request travel for a team?
Coaches or athletic office staff request trips; each request goes to the named approver your policy sets.
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