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You've got the dream squad (ahem ...?), the energy and the ambition. Now you just need the tour to actually happen without you turning into a one-eyed logistics manager. Good news: smooth touring is all about the systems you set up before anyone even boards a bus & on paper, it's pretty controllable.

This article is your blueprint for taking control of fixtures, travel, accommodation, and all the moving parts in between.

Step 1: Lock in Your Fixtures Early

Whatever your sport, rugby, football, hockey or cricket, fixtures are the heartbeat of your tour itinerary - whether you're playing opposition, amongst yourselves at a fantastic venue, or just watching an amazing fixture.

However if you do fancy a game, remember good opposition doesn't fall from the sky. Here's how to get it sorted:

  • Reach out to clubs or universities in your destination up to 24 months in advance, you can get fixtures really late in the season but so much depends on venue availability & how the team's doing. Getting in really early can help secure a crucial date to work with.
  • Use your governing body's connections (eg RFU, FA, ECB) or research local associations to tap into pre-vetted opponents.
  • If you're playing opposition confirm dates, timings, facilities & any pitch notes, rules of play, match durations, match ball/s and kit colours.
  • Agree match fees and what's included, eg referee / umpire, post-game food, trophy, etc.

Bonus: Whether you're touring abroad or at home a return fixture builds relationships, friendships and reputation.

Step 2: Nail Down Your Transport

The wheels must always be turning on time. Plan transport based on:

  • Squad size (players + coaches + gear)
  • Local infrastructure (city vs rural)
  • Tour length and travel frequency

Options to consider:

  • Private coaches (best for cohesion and kit security)
  • Minibuses for flexibility
  • Flights + transfers (especially for international tours, but even in the UK some flights like Edinburgh to Newquay, Newcastle to Bristol are probably a better for touring successfully than driving)

Create a travel manifest with full names, passport info (if needed), kit requirements, and special needs. Always build in a 15-30 minute buffer around key journey times.

Step 3: Pick Accommodation That Works for Athletes

This isn't a stag do. Your accommodation should:

  • Be close to your fixtures and key activities or central for the wider touring needs
  • Offer secure equipment storage
  • Have team-friendly meal options if you need them
  • Include chill-out areas (vital for downtime and recovery)

Hotel, hostel, or university halls? Depends on budget, squad age, and vibe. Make sure you've got:

  • Early check-in or bag storage on arrival
  • Twin or triple rooms for bonding and budgeting, just get the rooming list right!
  • Suggested curfews (especially if you're playing early matches)

Step 4: Manage Mealtimes Like a Tour Boss

If you're taking the sporting fixture seriously remember you're not just feeding hungry mouths, you're fuelling performance. Plan meals:

  • Around fixtures (light meal pre-match, carbs and protein post-match)
  • With cultural sensitivity (for international tours)
  • Based on known dietary requirements (vegan, gluten-free, etc.)

Liaise with restaurants or hotel catering in advance. Lock in meal times.

If you're not worried about the food side so much, have fun with it -just remember over indulgence = under performance.

Step 5: Master the Daily Itinerary

A bulletproof daily schedule reduces stress and stops players asking, "What are we doing now?" every 20 minutes.

Include suggestions for:

  • Wake-up and meal times
  • Travel and fixture slots
  • Recovery windows
  • Evening activities
  • Free time (but you do want this to get away if you have commitments)

Distribute it digitally (WhatsApp, PDF, Google Drive) and on paper. Make it visible. Stick to it. Adjust if needed, but never wing it.

Step 6: Manage Equipment with Military Precision

Lost kit = lost time and tense players. Appoint a kit manager (ideally not you), could even be daily. Their job:

  • Check all gear is packed, loaded, and accounted for daily
  • Carry spares (balls, bibs, medical kits)
  • Collect up the kit post practice or fixture or both
  • Document any shared items
  • Set a storage plan in the accommodation

For bigger squads: label gear bags with names and colour-coded tags. It's not overkill - it's survival.

Step 7: Leverage Technology

Use tech to reduce human error:

  • Shared calendars (Google Calendar)
  • Group chats (WhatsApp or Signal)
  • Digital copies of passports, insurance, and fixtures (Google Drive)
  • Real-time travel apps (Citymapper, Google Maps)
  • Cloud-based expense tracking (Splitwise or Excel Online)
  • Translation services eg Microsoft Translator
  • Currency conversion eg www.xe.com.

One organiser should oversee logistics, but delegate parts eg transport, food, accommodation, to trusted lieutenants.

Wrapping Up: Smooth Logistics = Happy Tour

When your squad doesn't have to worry about where they're going or when, what & when they're eating, they can focus on bonding, performing, and having a cracking time.

Want to take it to the next level? Check out:

Logistics might not be sexy - but done right, they're the secret weapon of every unforgettable team tour. Get yours started today, enquire now!

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