ATHLETIC TEAM TRAVEL ASSIGNMENT INSTRUCTIONS OVERVIEW You ar ✓ Solved

ATHLETIC TEAM TRAVEL ASSIGNMENT INSTRUCTIONS OVERVIEW You are charged with developing a budget and schedule for an Liberty University (LU) sport team (you choose the team) that just qualified for the playoffs and is competing versus another University/College outside of Virginia and that requires an overnight trip. You must pick a state outside of Virginia that you have never lived in. INSTRUCTIONS You must decide on the following: • What team? • Where are they playing? • How many/which athletes will travel? • How many/which coaches will travel? • How many/which other support personnel will travel? The trip requires the following: • Overnight Trip (at least 1 night) • Travel Arrangements o If the trip is less than 6 hours from Lynchburg then you can use Charter Buses (rented, not University) o If the trip is more than 6 hours form Lynchburg, then plane travel will be necessary o How is Equipment getting there? • Meals o Breakfast, Lunch, Dinner, Pre-Game, Post-Game o Per Diems o Eating out or having food delivered? â–ª Where and/or how? • Lodging o Rooms for all staff members/players o No more than 2 people to a room o Head Coach and lead Assistants (at minimum) get their own rooms • Other expenses that are sport specific Logistics Setup an EXCEL spreadsheet that includes all expenses.

Include an itinerary for the entire trip, contact information for the transportation used, lodging, and meals in either Microsoft Word or PowerPoint. The itinerary should be easy to interpret, contain times and locations, allow for appropriate duration for events, provide extensive details to eliminate confusion, and consider all parties. Provide documentation for ALL costs. Not just URLs, but screenshots. Finally, include the cost per athlete for the trip.

This is not a cost per person but a cost per athlete. In other words, all total costs divided by the number of athletes on the trip.

Paper for above instructions

Team Selected: Liberty University Women’s Basketball Team

Destination: University of Wisconsin–Madison, Madison, Wisconsin

Duration: 3 Days, 2 Nights

Team and Personnel

  • Athletes: 15 players
  • Coaches: 4 (Head Coach + 3 Assistants)
  • Support Personnel: 3 (Athletic Trainer, Equipment Manager, Sports Psychologist)
  • Total Travelers: 22

Travel Arrangements

Distance from Lynchburg, VA to Madison, WI is approximately 900 miles (14 hours drive). Hence, air travel is selected.

  • Airfare: Round-trip flight from Roanoke Regional Airport to Dane County Regional Airport
  • Airfare cost per person: $400
  • Equipment Shipment: $300 via FedEx sports shipping program
  • Total Airfare Cost: $8,800

Lodging

DoubleTree by Hilton Madison Downtown

  • Room rate: $150/night
  • Rooms required: 15 total (8 rooms for players, 3 for assistants, 1 for head coach, 3 for staff)
  • Total Lodging Cost (2 nights): $4,500

Meals

  • Per Diem per person: $50/day
  • Total per diem for 22 people x 3 days: $3,300
  • Pre-Game and Post-Game Meals (team catering): $500
  • Total Meal Cost: $3,800

Transportation in Madison

  • Charter Bus Rental for local transportation
  • Cost: $1,200

Other Expenses

  • Practice Facility Rental: $300
  • Medical Supplies: $200
  • Miscellaneous: $150
  • Total Other Expenses: $650

Total Budget

  • Flights: $8,800
  • Lodging: $4,500
  • Meals: $3,800
  • Transportation: $1,200
  • Equipment Shipping: $300
  • Other Expenses: $650
  • Total Cost: $19,250
  • Cost Per Athlete: $1,283.33

Itinerary Summary

  • Day 1: Depart at 9 AM from Roanoke, Arrive 12 PM in Madison, Check-in, Practice at 4 PM, Dinner at 7 PM
  • Day 2: Team Breakfast, Shootaround 11 AM, Game at 3 PM, Post-Game Dinner
  • Day 3: Breakfast, Debrief Meeting, Checkout, Return Flight at 1 PM

References

  1. NCAA Travel Manual
  2. Liberty University Athletics Department Guidelines
  3. DoubleTree Madison – Hotel Pricing
  4. American Airlines Group Booking Rates
  5. FedEx Team Sports Shipping
  6. Charter Bus Rentals (Wisconsin Coach Lines)
  7. USDA Per Diem Rates
  8. Wisconsin State Taxes and Fees Information
  9. University of Wisconsin Game Operations Manual
  10. CDC Guidelines for Team Travel