Charter services refer to transportation services that are chartered or booked for the private use of a specific group. For traveling sports teams, charter services involve booking transportation like buses, vans, or motorcoaches to transport a team and associated staff between destinations.
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:
Planning takes significant coordination but ensures a smooth experience during team travel.
Creating travel itineraries is vital when using charter transports. This involves:
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:
Diligence in maintaining transport timetables minimizes disruption to team obligations and functions.
Key budget factors around chartered transports involve:
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.
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