Organising a team trip away, can be as extremely frustrating as it is rewarding. merch club walks you through 9 steps for how to organise the perfect team sports tour.
CHOOSE A DESTINATION
The most exciting part of tour (apart from actually departing) is deciding where to go. Whilst you can conceivably go anywhere, there are still many factors. How long is your planned tour? Generally speaking, the longer the tour, the further you can justify flying. Secondly, consider the flight availability and times for your party. If there’s only 1 flight a week and it departs on a Tuesday lunchtime, it’s perhaps less accessible than a Friday night with three flight options.
Thirdly, what’s your aim for the tour? Pre season fitness camp? Competition? Team bonding? Make sure your destination can adequately cater for your tour purpose, whatever it may be.
Finally, depending on all these considerations may also determine if you book flights collectively or individually. Collective flight bookings often make things easier to coordinate, however if others have work or personal commitments then offering everyone to book their own flights helps with this. Our personal suggestion is to pick a main tour-party flight which most travellers aim for with the remaining ones picking to suit their schedule.
CONSIDER COVID-19
No matter what your thoughts on the global pandemic, one thing that is undeniable is the way in which it has changed global travel. Check the status of the country you are planning to visit and if they are accepting tourists. Once clarified, make sure you are clear with any contingency measures in the event of an outbreak, and your return plans if they need to change. There is no one-size-fits-all approach to this, and the goalposts are constantly moving so make sure you bear this in mind.
BUILD EXCITEMENT & INTEREST
Once the destination is decided, send out a preliminary interest message. WhatsApp groups and formal team channels are best, but Google Forms (or equivalent) are also good at gauging interest levels, but also things like people’s budget and date availability - and anonymised if needs be.
However you do it, maintaining interest and excitement in the run up is also key; ensuring people are fully committed, paid up when they need to be, and to disseminate any crucial information regarding the trip. Be prepared for inane questions and repeating yourself, but trust us, it's worth it.
BOOK ACCOMMODATION
Once numbers have been gauged, and potentially interested players have paid deposits, you can seriously look at confirming accommodation. Depending on the budget and destination, you will have a few options. Cheap and cheerful hostels offer great value for money, and all the team crammed into a couple of dorm rooms makes for great banter and/or drama, so consider that wisely. Twin rooms in hotels are most definitely the most popular option, providing a balance of comfort, value and team interaction.
Final option is typically the most expensive, but still within reason in some areas, and that’s a private villa or resort. Many boutique hotels offer the option to book the whole venue, but requires advance notice and a reasonable amount of money.
MATCH OPPOSITION
Many clubs and teams base their seasonal tours around long established tournaments in the region. This is a surefire way to guarantee quality opposition, and generally quality organisation if the tournament is long running. Added advantage is that these tournaments often offer discounts on local accommodation and transport too, making the trip more financially viable.
If multiple-team tournaments aren’t your thing, and often aren’t in pre-season preparations (or perhaps the more socially-orientated tours) then arranging opposition yourself is a great option. Mine your network of teams in that region, or anyone in your team who may have spent time there. Alternatively, scour social networks and community groups online to find suitable contacts you can contact for info. You will generally find most teams who you reach out to are receptive to hosting an “international” team, and potentially even help with the logistics of arranging transport & a venue.
LOCAL TRANSPORT
More care for local transport can make the difference between a good tour and a great tour. Having 10-20 of your teammates hanging around in the rain pre/post game for a bunch of taxis in a suburban foreign neighbourhood is a surefire way to lose friends. Pre-arrange as much transport as you can, and make the transition from playing to unwinding as seamless as possible. Coach hire is generally very affordable in most countries, but at the very least make sure you’ve got numbers of local taxi drivers arranged before any local travel.
MERCH
Do not underestimate the value of great team merch. It represents you and your team, is a great way for keeping track of everyone in your party and everyone you encounter will remember you all fondly (hopefully).
Basic must-pack items include a tour travel tshirt or polo, plus a custom playing kit for the tour. Depending on your destination, you may also want added items like flip flops, caps and Hawaiian shirts for hot destinations, or tracksuits, beanies and jackets for the colder ones.
Take a look at our inventory to get some ideas.
BORING ADMIN
Soz bout dat, but it’s a necessary one for inclusion. Make sure you and the team have the relevant insurance and visas for travel. If you’ve organised a tour before, you know there will inevitably be at least one person who’s passport has expired or didn’t realise they need a travel visa. Additionally, make sure everyone is up to date and paid when they need to be, and as a tour leader you have collated everyone's passport and contact details for any accommodation / flight / emergency related reasons.
GO!
Finally, send any related last minute info or tour related banter into the WhatsApp groups. Laugh nervously as someone makes a joke about their lost passport, and make your way to the airport with the weight of the world on your shoulders. What if you’ve forgotten something? What if someone misses the flight? Don’t worry! You’ve prepared everything you are responsible for so relax, get a drink at the airport and enjoy Day 1 of your well earned tour! Bon voyage.
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