For many teams, a tour is more than just a getaway, it's a celebration of camaraderie, culture, and competition. Whether you're organising a rugby trip to Lisbon or a Devon-bound end-of-season cricket social, the planning you put in upfront is the difference between a smooth, memorable tour and a haphazard, uncontrolled, logistical nightmare.
As a team manager or organiser, here's a practical framework to help you get it right from the start, built around the big questions you should be asking from the get-go.
1 Define the Event: Social, Sporting, or Both?
First and foremost, clarify the purpose of the trip. Is it a pure social tour - a chance for the team to unwind, celebrate and bond - or are you scheduling a competitive fixture (or three), either serious or more relaxed?
Understanding whether it's a game-based or social-centric tour will help you gear everything else, from choice of location and itinerary to what kind of insurance and equipment you'll need to consider.
2 Lock in Dates Early
The earlier you can fix a date, the better. Aim for at least 8-12 weeks' notice for domestic tours, and longer if international travel is involved. You'll need enough time to:
- Confirm availability with your squad
- Secure transport and accommodation at the best value prices
- Avoid last-minute dropouts that can throw costs and plans off balance
Top Tip: Use our VIP Area (once you send your no-obligation enquiry in) to confirm attendee availability quickly.
Save time & hassle, cut costs and even earn money for the club!
3 Define the Experience
Think about what the team wants from the trip. Are you chasing nightlife, a fun and memorable fixture, sports banter, relaxation or a bit of everything? A team-focused itinerary should be a fun but reliably managed experience, with a balance between structured activities and free time.
4 Budgeting & Payment Structure
Start with a ballpark per-person budget. Include considerations of:
- Transport
- Accommodation
- Fixtures or events
- Meals and extras
Then decide how the team will pay. Will everyone pay a deposit up front? Will you collect the full amount or use a tour company that offers individual payment portals?
Clarity from the start prevents stress later.
GroupiaTeams can help with all of that, from pricing it up to setting up your exclusive and secure private payment portal.
5 Accommodation: Beds Over Buzzwords
Yes, a good central location matters, but so does sleep, security, and suitability. If you're sharing rooms, decide who's bunking with whom early. Have a think who's coming and check what your group needs.
Remember: Accommodation often eats the biggest chunk of the budget, so it's worth getting right. Getting it wrong can make for a difficult trip and less enjoyment, let alone an A-game performance.
6 Special Requirements
Dietary needs? Accessibility issues? Room preferences? Get these out of the way at least a few weeks ahead of the trip. It's always easier to accommodate known needs than to fix problems last minute.
Again, at GroupiaTeams, we can help you easily line all of this up.
7 Transport: Who's Driving This Thing?
Do you need flights? Will you book a private minibus or coach? Use public transport? Or have individuals drive? If it's the latter, designate a transport lead to coordinate lift sharing and set clear expectations around times and responsibilities.
Group transport simplifies logistics and keeps everyone on schedule, particularly for larger teams.
If flights are involved, the longest run-up you can take is recommended to ensure availability and optimal pricing.
8 Plan the Downtime
Some of the best tour memories are made off the pitch. Plan for downtime:
- What can the team do during the day (when not playing)?
- Where will you go in the evenings?
- Should you pre-book pubs, tours or group activities?
Leaving everything to chance is not only a massive away loss and huge reputational risk for the organiser/club, but it's a fast track to wasted hours and disappointed players. Definitely build a light but structured itinerary.
9 Team Meals & Ceremonies
Consider whether you'll include a team meal, an award ceremony, or a speech night. These can be excellent bonding moments and help the tour feel meaningful. Decide who's running the show - whether it's your captain, coach or social secretary.
10 Dress Codes: Fancy Dress or Formal?
If you're asking people to wear kits, costumes, or matching shirts, say so early. Likewise, if you're planning a smarter dinner or formal do, let people know the expectations (even giving them a heads-up on packing needs).
11 Insurance: Not Optional
A responsible organiser considers insurance for injuries, cancellations, and liabilities. Whether it's a twisted ankle or a cancelled flight, it pays to be protected, especially if you're representing a formal club or association.
12 Medical & Emergency Planning
Prepare for worst-case scenarios. Appoint a first aid lead, carry a basic kit, and make sure at least one person knows emergency contacts and has access to medical info for all attendees. Especially vital for overseas trips.
13 Opponent Checklist
If you're organising fixtures (and you'll do that directly rather than through us), confirm everything with the opposing team in writing:
- Date and time
- Rules and expectations
- Venue address and access
- Check on public liability insurance
- Kit colours
- Post-game arrangements (drinks, meals, etc.)
This avoids awkward surprises and keeps things fair and friendly.
14 Anything Else?
Think about:
- Capturing memories (nominate a "tour photographer")
- Creating a shared WhatsApp or Facebook group
- Tour nicknames or traditions
- Thanking hosts, sponsors, or support staff
Final Word: Great Tours Start with Great Questions
Organising a team tour doesn't need to be complicated, but it does need to be thoughtful. The more you clarify upfront, the smoother everything else becomes.
At GroupiaTeams, we've helped thousands of organisers build incredible tours with zero hassle.
Whether you're after the full package or just a helping hand, we're here to make planning simple, fun, and completely stress-free.
Ready to get started? Talk to our team today.
Save time & hassle, cut costs and even earn money for the club!