How would we do about organizing group travel?
Organising a sport tour for a team (club, school etc….) needs a preparation and the following steps can help you.
To plan a tour, you’ll need to save some money, consider transportation, come up with a route, and book your venue or book with the sport agency that will organize it for you. As a group leader, you need to estimate a global budget.
In the club or the school, players and parents need to be informed about the preparation of the tour. They need to be involved. Every parents and kids must save up money for a few months. Each person should have enough money to pay for it or must take the actions to get some more money from the family for instance.
They don’t buy a tour, they co-create it. Meetings must be done each month to check how the organization goes.
Once your tour organization has started, don’t forget to promote it. Organizing a tour takes time and work, you need a lot of time to plan it well. Therefore, in the club or school, you also need to get support and promote it. You can also get some sponsors at this stage -. Get in touch with companies in order to get some supports (either money or services)
Make sure that the club has the appropriate insurance and check that every tourist (adults and/or kids) is insured for a tour abroad. Make sure that members get their own travel insurance, individually, or for the group. If members are doing it individually, get a photocopy of the insurance schedule from each of them.
It is important for the team to know details about the trip or tour, to make sure they all are insured for the extra activities they will do while being on tour. If you plan extra activities, make sure members are covered to do it – not all insurance does cover sports activity. The Director or the Group leader must have thought about anything that could go wrong, as ultimately it is the President or the headmaster who’s responsible for any costs, injuries and safety of the members.
One week before the tour starts and 48h before, you need to meet with the tourists at the club or school to speak about it and check everything with them. It is important that everyone know what’s going on and what happen during these days. Fix a meeting point and schedule so that everyone is aware of the time of departure (if transportation by coach or boat or plane). Make sure that everyone is aware of that and get the appropriate action so that the whole group respects it.
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