How to travel with sports equipment

There are certain roadblocks to sports travel that often pop up. Whether you’re flying executives, scouts, or an entire team, you need to know the gear is going to arrive at the same time. A player’s performance might be directly impacted by whether or not they're using their own equipment. And when you’ve spent as much time as they have getting it to fit just right, you can’t blame them.

So, to help navigate those tricky details, you need the right teammate. A travel management company (TMC) can help you figure out the logistics of getting from point A to point B, and what’s needed to get your sports equipment to your destination.

Here’s just a few tips for traveling with sports equipment:

1. Have a checklist for the sports gear you need

There’s nothing worse than arriving at your destination and having forgotten something. Check in with your whole team to create a checklist– coaching staff, gear managers, and anyone with an eye for detail. From jerseys to specialized equipment and even little things like medical supplies, it's a team effort to make sure that nothing essential is missed.

Our team at Corporate Traveler Stage, Screen & Sports, brings expertise to the huddle, making sure the bigger things on your checklist are handled with precision.

2. Have a packing strategy to keep in check

Packing can feel pretty routine, and you probably have already got it down to an art. But, if you find that things tend to get missed, consider a new strategy. To take your packing game to the next level, we recommend utilizing specialized cases for delicate gear, systematic organization, and of course, labeling everything.

Need help understanding rules and regulations behind airline-approved cargo? Chat with your dedicated travel consultant and they’ll give you the low-down for the airline you’re traveling with.

3. Nail down airline regulations like a pro

Trying to decode baggage rules is a whole new language. "Was that 62 inches long or wide? How much is a kilogram?"

Avoid turbulence in your trips by navigating airline regulations like a seasoned pro. An expert travel management team can help you stay ahead of the curve, making sure your gear complies with the latest regulations.

We recommend using a scale to make sure your baggage is within weight limits and to avoid hassles or checked baggage fees at the counter. This way you’ll have no last-minute surprises – just a smooth takeoff.

4. Seamless transportation to get you there

Transportation is more than moving from point A to point B; it's about doing it efficiently and painlessly. If your travels up to now have felt like an off-roading excursion, you need the experience of travel experts on your side.

Having your gear handled correctly is incredibly important, whether that’s in the air or on the ground. At Corporate Traveler, we want your team to travel like the champions they are – whether by bus, trailer, or charter for the entire crew. Whatever your budget looks like, we’ll do our best to find you the most streamlined itinerary out there that fits into your budget.

What are the other benefits of working with a travel management company? Read more about the value you can add to your company travel here.

5. A personalized playbook for travel victory

With travel needs as unique as yours, there’s no one-size-fits-all solution. You need a processes playbook for your team. No matter who’s traveling, there should be clear guidelines to stick to so that travel feels smooth from door to door.

A sports travel management company like Corporate Traveler Stage, Screen & Sports, will work with you to create a game plan that works for your team. It's not a generic strategy; it's a roadmap for success.

6. Gear-friendly and game ready hotels

Not all hotels truly understand the needs of a sports team, so when you land at one that doesn’t, you notice. From the get-go, you need peace of mind that everyone is, not only safe, but the hotel is able to accommodate the needs of a large group and the baggage that comes along with them.

Think secure gear storage, meeting spaces, and amenities to help the team unwind. It isn't just about somewhere to sleep, it's about staying in a place that ticks all your boxes.

7. Conduct a post-travel assessment

Game over? Don’t forget to take time for a post-travel debrief. Sit down with the travelers, managers, and your travel management company to collect feedback on the trip. Look at what worked, what didn’t, and what needs to change for next time.

Every trip should come with some learnings, even small ones, which help you elevate the experience next time.

Traveling solo? Make sure to check out your airline’s website for special baggage limitations, packing instructions, and fees. While some may allow certain sports equipment under regular checked baggage allowance, others may impose oversize fees, etc.

Have more questions on baggage fees and restrictions? Looking for group rates or a sports travel expert?