There’s a moment every August when it hits: this school year is going to move fast.

If you're a coach, parent sponsor, or group leader responsible for travel, the earlier you plan, the smoother the season runs. And we get it—no one hands you a manual for group travel logistics. That’s why we created this simple preseason checklist: to help you get clarity before the chaos.

Why Planning Now Saves You Later

Last-minute travel coordination can mean:

• Fewer hotel options (especially during event weekends)

• Higher rates and stricter cancellation policies

• Frantic parent communication and paperwork chases

• Logistics stress spilling into your coaching or teaching role

Early prep doesn’t just reduce stress—it builds trust with your team and their families.

Your Preseason Travel Checklist

Use this checklist to get ahead before the year fully launches:

1. Confirm Tentative Travel Dates

Even if schedules aren’t official yet, get approximate dates on the calendar. Reach out to competition hosts or review past years to forecast when events usually happen.

2. Identify Likely Travel Locations

Start gathering a list of cities or venues. Knowing whether you’re heading to a rural college town or a metro area affects hotel availability and pricing.

3. Estimate Group Size

It doesn’t need to be exact. Just knowing you’ll have 25–30 travelers gives us what we need to start sourcing hotel blocks.

4. Choose Your Booking Timeline

Are you looking to:

• Lock in rooms early for guaranteed availability?

• Wait for schedule confirmations and move fast later?

We support either approach. Just let us know how you operate.

5. Identify Key Needs

Consider:

• Breakfast included?

• Meeting or meal space?

• Parking for buses?

• Double beds vs. kings?

Your preferences guide how we approach hotel negotiations.

6. Plan Your Communication Strategy

Think about:

• Will you send parents a booking link?

• Will you manage the rooming list or delegate it?

• Do you want a team portal microsite?

Our tools are built to support whatever model you choose.

7. Schedule Your Travel Consultation

Once you’ve gathered this info, even informally, schedule a call with our team. We’ll help you turn the outline into action.

What If You're Still Waiting on Final Details?

That’s completely normal. In fact, most of our clients come to us with rough drafts, not final itineraries. That’s why we exist—to bring clarity early, so you’re not chasing contracts the week before your event.

Avoid the Top 3 Preseason Mistakes

1. Waiting for everything to be official before contacting us.
By then, the best options may be gone.

2. Forgetting to check for conflicts or blackout weekends.
Cities often host multiple events that limit hotel options.

3. Assuming it’s too early to plan.
Hotels fill up fast, especially for student events. Booking early doesn’t just save money—it protects your peace of mind.

Let’s Get Ahead Together

Planning team travel doesn’t have to be overwhelming. We’ve helped thousands of coaches, educators, and trip leaders streamline the process. If you’re ready to take the first step, we’re here to support you.

Schedule your free consultation today at www.limeteamtravel.com and make this your calmest, smoothest travel season yet.