Creating a Travel Budget for Your Team

When your team does well — so well that you need to start arranging travel — you should feel enormous pride. However, your satisfaction in your team’s accomplishments doesn’t make the booking chore any less burdensome.

Before you press “buy now” on those plane tickets, you need to assemble a price list and get approval and funding from your stakeholders. Here are five things to know about creating a travel budget for your team.

1. Think Outside the Box

How savvy are you at finding the best plane fare? Maybe you know the secret about searching for tickets in incognito mode, but you have some other nifty tricks up your sleeve when traveling with your team. Choosing the least-expensive flight of the day, then calling for group rates, can net you serious discounts. Another tidbit — if you have an international card, see if paying in a different currency drops your price.

Even if you drive, you shouldn’t overlook the airport when it comes to parking. You can get deals if you have a membership in a frequent-flyer program, and attendants are there day and night to help with bags. Keep your ticket in a safe place, though — some facilities charge a nominal fee if you lose it amid the excitement.

2. Keep Your Proposal Simple

If you’re accustomed to producing detailed budget reports for work, you might think wowing parents and other supporters with all the bells and whistles will gain their trust. In reality, people just like to see where their money is going — simple is best.

Include the following items in your report:

  • Mode(s) of travel: If flying, how will you get to the airport? Will you rent a shuttle or make parents handle drop-offs or arrivals with their players? If taking a bus, what amenities does it have — or do you want? A bathroom is a must for any trip longer than an hour, and video players with screens let you rehearse plays before the game.

  • Cost per player: How much money is each team member responsible for paying? It helps to include details about the discounts you scored them.

  • Scholarship opportunities: Not every player on your team comes from a privileged background, and you might have those who can’t fund their way. You need their talent, and you don’t want to lower morale now — what alternatives exist?

3. Consider Fun Fundraisers

If your players come from affluent backgrounds, they might not blink an eye at the cost of the trip. However, most coaches need to create fundraisers to amass the required cash. Fortunately, you have tons of ideas from which to choose.

Have a kick-a-thon where the participants try to get the ball in the goal past the coach. Each attempt costs $1 or $2. You can also sell things like discounts, scratch cards and cookie dough to raise money. If you go with the discount idea, you can double your kindness by partnering with area businesses, helping them drum up new customers during the pandemic.

4. Remember Equipment Needs

When booking flights and renting buses, remember that you need to transport more than bodies. You’ll also need to haul equipment, which adds to space needs and costs.

Talk to your airline about any heavy objects you’ll need to bring. Ask what you can include in your carry-on luggage, and get an estimate of the cargo price. When selecting a bus, ensure it has ample room to fit your team members and any gear.

5. Calculate More Than Lodging

If your trip takes you several hours away from home, you’ll need to book hotel accommodations along with your flights and shuttles. Ensure you include a healthy incidentals budget so you don’t get stuck.

You’ll need to arrange for meals — food is vital to athletic performance. You don’t need to go gourmet, but you should provide something more than jerky and chips. Even though the pandemic craziness is calming down, you still want to include travel insurance in case of lockdowns or delays, and it’s always wise to carry extra cash for emergencies.

Create a Travel Budget for Your Team With These Tips

Creating a travel budget for your team can seem like a daunting task. However, by following the above tips, you can get them on the road to victory.

Author Bio:

Oscar Collins is the managing editor at Modded. He writes about cars, fitness, the outdoors and more. Follow @TModded on Twitter for more articles from the Modded team.