Build Transportation Around the Team Itinerary
Athletic travel often involves more than a trip from campus to the competition venue. Team meals, hotels, practices, training facilities, airports and tournament schedules can create several transportation movements within one trip.
Start with the complete itinerary and identify every location the team needs to reach. This makes it easier to plan realistic travel times, vehicle availability and the sequence of stops.
Include reporting and warm-up requirements when setting arrival times. The team may need to reach the venue well before the published start time of the game or event.
TEAM & EQUIPMENT
Plan Capacity for More Than the Roster
Athletes
Use the expected traveling roster when estimating passenger capacity, including any alternates traveling with the team.
Coaches & Staff
Include coaches, trainers, managers, medical personnel and other staff members who will travel with the team.
Luggage
Overnight travel can add substantial luggage, uniforms and personal bags beyond the passenger seating requirement.
Sports Equipment
Tell the transportation provider what equipment will travel with the team so storage needs can be considered before the vehicle is assigned.
GAME-DAY LOGISTICS
Work Backward From the Required Arrival Time
The competition start time is rarely the team's arrival time. Coaches may require time for unloading, locker rooms, athletic training, meetings and warm-ups before the event begins.
- Set the required venue arrival. Use the team's reporting schedule rather than the public event start time.
- Allow realistic travel time. Account for traffic, rest stops and venue access on longer routes.
- Confirm the team entrance. Athletic venues may have designated bus entrances, loading zones or parking areas.
- Coordinate post-event departure. Allow time for changing, equipment loading, team meetings and media obligations when applicable.
- Share schedule changes. Tournament brackets, weather or event operations can change departure and return times.
OVERNIGHT & TOURNAMENT TRAVEL
Keep Multi-Day Transportation in One Itinerary
For tournaments and road trips, the vehicle may support the team through several days of hotel, practice, competition and meal movements. A complete itinerary helps keep those movements coordinated.
Include:
- Campus departure and return
- Hotel locations
- Practice and competition venues
- Team meal stops
- Airport transfers when needed
- Equipment and luggage requirements
Consider the Entire Travel Experience
Long-distance team travel places different demands on a vehicle than a short local transfer. Passenger capacity, storage, trip length and the time athletes will spend aboard should all be considered when selecting transportation.
For programs that travel regularly, keeping recurring trip details organized can also simplify planning as schedules, rosters and destinations change throughout the season.
COMMON QUESTIONS
College Athletics Transportation FAQ
What information is needed for a team transportation quote?
Provide travel dates, passenger count, campus pickup location, destinations, required arrival times, return schedule, hotel or meal stops and information about luggage or sports equipment.
Can the bus remain with the team during a tournament?
Transportation can be planned around a multi-day itinerary when the required hotel, practice, competition and other movements are provided in advance. Driver scheduling and trip requirements must also be considered.
How should sports equipment be planned for?
Describe the type and approximate amount of equipment when requesting transportation. Storage requirements can differ considerably between sports and should be considered along with passenger capacity.
Can transportation schedules adjust if a tournament time changes?
Schedule changes should be communicated as soon as possible. Vehicle and driver availability, required rest periods and other scheduled movements can affect what adjustments are possible.
PLANNING TEAM TRAVEL?
Let's Coordinate the Road Trip
Tell us about your team, travel dates, destinations, schedule and equipment needs. Royal Coach Charter can help organize transportation around your athletic program.
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