Charter services are a convenient and efficient method of transportation, offering an array of benefits for traveling sports teams. They involve renting an entire vehicle, such as a bus, solely for your group’s use. This enables larger squads to travel together, promoting team unity and reducing logistical difficulties.
Using charter transportation services offers many advantages for sports teams needing to travel between games, tournaments, and other events.
Arranging charter transportation requires thorough planning and preparation:
- Budget: Decide early in the planning process how much you want to spend on the travel experience.
- Time: Outline the length of your trip and see how long you require driving services.
- Headcounts: These assist in the planning with an accurate estimate of how much space you need.
- Destination: Knowing whether you need bus services, car services, or even plane tickets will also help when deciding what services to book.
Planning takes significant coordination but ensures a smooth experience during team travel.
Creating travel itineraries is vital when using charter transports. This involves:
- Planning appropriate time for transport between event locations
- Building in buffers for weather delays and passenger issues
- Integrating scheduling around team activities, such as practices, film review sessions, and meetings
- Identifying optimal locations/times for meals that work with transport schedules
- Scheduling stretches, movie viewing, or other activities during extended transit segments
- Considering lodging, dining, and other amenities as needed
- Working in points of interest when reasonable, like team tours and sightseeing
Itineraries require the right balance between logistical needs, on-field obligations, and life necessities over days or weeks of travel. A good charter service will put your needs first and have a hands-on approach to help build the right itinerary.
Managing team travel schedules via charter services requires the following:
- Monitoring departure times closely and facilitating orderly, timely boarding
- Tracking progress during routes and notifying party leaders of delays due to weather, traffic, etc.
- Identifying opportunities to make up time if falling behind schedule
- Updating participants if schedule changes disrupt planned meal times, overnight stops, etc.
- Keeping a record of any incidents, including passenger disputes, delays, and vehicle issues
- Soliciting feedback from team staff on any problematic legs of transport that require adjustment
Diligence in maintaining transport timetables minimizes disruption to team obligations and functions.
Key budget factors around chartered transports involve:
- Vehicle costs, including age/quality of vehicle, number needed, and unique customizations
- Amenities like entertainment systems, power ports, and Wi-Fi access
- Driver accommodations if overnight stays are required
- Fuel costs over long distances
- Supplemental public transit if smaller vehicles are needed at points
Understanding all variables that influence costs allows for setting realistic team travel budgets.
Ready for the convenience of charter services for sports team travel? See how Victory Ground can transform your next out-of-town experience.
With charter services, the traveling experience of sports teams can become easier. Here are some considerations for hiring charter services.
The size of a traveling sports team can significantly impact the experience. Larger groups of 20+ athletes may get better group rates, but coordinating transportation, hotels, meals, and more becomes more complex. Charter services will simplify travel.
We recommend determining your group’s priorities. Larger teams benefit from cost savings but need extensive pre-planning and strict itineraries. Smaller groups pay more per person but have more freedom to explore destinations. If building team chemistry is essential, smaller travel rosters tend to allow more bonding through shared experiences.
Proximity is crucial when selecting destinations for tournaments, camps, or away games. The closer your hotel, training facilities, and competition venues are to each other, the more time you save on transportation.
Regional tournaments are most convenient, as teams can commute daily and avoid overnight costs. For national air travel events, consider tournament organizers’ hotel recommendations near venues and partner with a charter service.
Using online map tools, make sure all locations are within 30 minutes of your hotel. This prevents wasted time or rushed travel between sessions, meals, team meetings, and more. If places are further apart, build in longer blocks for transit.
Creating hour-by-hour itineraries reduces chaos and miscommunication for large travel groups. Build cushion time into schedules to prevent rushing between sessions or meals. Allow for traffic delays if commuting between tournament games at different facilities. Schedule some downtime every day for both athletes and coaches to recharge.
Distribute printed copies of complete itineraries at orientation meetings before departure and hotel arrival. Highlight each day and any schedule changes in team communications. Review at the end of the day to prepare for the next day.
Younger athletes require more supervision, breaks, pre-structured activities on long bus rides, or hotel downtime. High school student athletes need less oversight but should still have organized team dinners, movies, or study halls.
To maximize engagement, tailor activities and travel routines to team maturity levels. For example, an overnight college showcase trip for 16–18 year olds needs less parental involvement versus 12-year-old baseball travelers.
Consider group ages when contracting hotels (a pool benefits younger kids, spacious fitness centers appeal more to teens), scheduling sightseeing tours, and booking dining options. Identify appropriate contact points from parents, coaches, or student leaders to oversee groups.
Overnight trips are best kept short for middle school athletes who are new to extended time away from family. As children mature, incrementally increase travel durations from regional weekends to 5–7 days by high school.
Long car rides and back-to-back game days take their toll physically and mentally. Allow half days mid-week for laundry, shopping, sightseeing, and relaxing on lengthy tournaments.
For closer regional play, returning home between games allows normalcy between hectic travel schedules. Carefully evaluate whether your team can maintain its performance when making week-long or multi-week travel commitments.
When planning your next out-of-town tournament, turn to Victory Ground for charter services. Our comprehensive process keeps things running smoothly, so you can focus on your team’s success. See why our services are top-notch and contact us today for a consultation.