Playbook · Volunteers and schools
Move a team to a competition
Athletics, band, debate or robotics: a roster that changes, equipment, transport and rooms, all to a fixed start time.
Varsity team (example) · away tournament
- For
- Coaches, activity directors, athletic departments
- Lead time
- Ideally 8 weeks before the event; we can work to shorter timelines when inventory allows
- Group travel
- Group travel from 10 attendees
- Owner
- Team manager
Before you start
Decide these first
Decisions to make
- Who travels: athletes or students, coaches, staff
- Equipment that travels with the team
- Rules from your league, conference or association
- Cost code: team or activity budget
People to involve
- Coach or director
- Athletic or activities office
- Business office
- Families (for minors)
The plan
A workable timeline
Our suggested lead times. Adjust them to your organization; shorter is possible, but costs and stress go up.
8+ weeks before
Hold the group
- Ideally 8 weeks before the event: send dates and the likely group size
- Agree when the roster is final
4 weeks before
Book
- Flights or rail as a group; hotel near the venue
- Ground transportation from the airport
10 days before
Final roster
- Send the final roster; names updated where the airline allows
- Rooming list to the travel team
Game week
Go
- Head counts at every transfer
- Delays rebooked by the travel team
After
Close out
- Costs coded to the team budget
- Unused tickets tracked as credits
Who does what
Your part, and ours
| Task | Your organization | silentVIP |
|---|---|---|
| Roster and eligibility | The school or club decides | — |
| Flights, rail, hotel | Sends the group | Books, changes names where allowed, reconfirms hotels |
| Airport transfers | Says what is needed | Pre-books ground transportation for groups |
| Equipment | Lists it | Books flights that can carry it, where the airline allows |
| Delays on the day | Calls the team | Rebooks; urgent help 24 hours a day, 7 days a week |
Checklists
Copy these into your plan
Print this page or copy the lists into your own template.
What to send the travel team
- Competition dates and start time
- Group size and final roster date
- Equipment list (sizes, special items)
- Hotel area
- Team code
For each traveler
- Name as on ID
- Date of birth where the airline needs it
- Seat or accessibility needs
- Emergency contact (held by the school)
Common mistakes
What usually goes wrong
Late roster
Group names can be changed only within the airline's rules. Agree a final roster date and keep to it.
Forgetting equipment
Large items need checking against the airline's rules before booking.
Arriving on the day
Arrive the day before a morning start; a delay shouldn't forfeit a game.
Related
Tools and guides
More in Playbooks
Bring your travel program under one roof
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