AA Peewee BWK: Road to Quebec 2015: More planning notes

Group travel is a whole different ball game. It's not your average family vacation. It can be the best of times but it can be stressful and chaotic as well. (Like a family vacation isn't stressful enough??!!)

There's lots to read on the subject, if you're interested. (see footnotes)

Any time there are 6 or more people travelling together, for more than a weekend, you need some significant planning, guidelines and designated co-ordinators.

For ease and speed, here's a summary of some of the best advice.

1. Know in advance what the team will paying for and what individuals are responsible for.

2. Put your code of conduct and expectations in writing before you leave.

3. Don't over-schedule. Ensure there is ample individual time and space.

4. Research customs and laws of your destination. Make specific note of regional or religious holidays, events and construction/closures at your destination.

5. Divide the work. Share the load and use your expertise. Think of your team travel excursion as a business trip.

In regards to dividing the work, here's a list to start with. Change/add/delete as applicable. (If others divide the work it lets the coaches coach, and the players play.)

Transportation co-ordinators/drivers: Make sure we have the right licenses for a 10+passenger van, insurance etc. Get gas. Keep vans clean.
Equipment manager: Have a repair kit. Source needed equipment. Manage storage etc.
First aid manager: Have one kit for rink & a second for hotel. One great kit at the hotel is better than 12 mini family kits. Save luggage space & have the right tools.
"Team mom": one go-to person who has extra toothbrushes, laundry detergent pods, extra socks, garbage bags. Can mend, source and solve. Emergency snack provider.
Discipline: One or two people to enforce code of conduct, solve disagreements, give warnings etc.
Player recreation co-ordinator: What day are we going to Carnival? Movies, etc? Is there a team entertainment budget?
Player meal co-ordinator: (is this necessary?) Are there team meals outside the pre-paid meal plan? If so, make reservations, identify costs and co-ordinate group payment. (Nothing worse for restaurants than 20 individual bills or a large group showing up unannounced.)
Photographer: someone to capture candid moments and team activities on behalf of the players and families.
Information officer: Ensure everyone has proper identification for travelling by plane, and documents for travelling without a parent (if necessary). Medical numbers, emergency contact numbers all in one place so we aren't scrambling.
Schedule manager: Make sure everyone knows the who/what/where/when of each day's business activities.
Facilites manager: To negotiate with the hotel on our behalf, ensure common areas are kept clean and we are the best guests. Help track down lost items.