The secret playbook behind elite sports travel

Managing travel for a sports team isn’t just about getting from A to B. It’s about navigating strict schedules, tight budgets, and the unpredictable nature of sport, all while making sure everyone arrives ready to compete. When it comes to group flights, the details matter. And getting them right can make a real difference.

Kevin Perrin, Global Head of Commercial Relations for Sports Business at ATPI, has worked with teams at every level, from national and international federations to league competitions. He knows just how complex group travel can be. “When a sports organisation comes to us with a tight budget, we don’t just look for the cheapest fare,” says Kevin. “We take in the full picture, routes, baggage, timing, flexibility, and build a plan that actually works for them.” Curious how that plays out in real life? Read on to see how strategy beats shortcuts when it comes to team travel.

It starts with the full picture

At ATPI, value doesn’t begin at the booking stage. It starts much earlier, with the right
questions. Who’s travelling, and how many people? Where are they going? When do they
need to be there? Which equipment will they bring with them, and how much flexibility is
there in the schedule? By understanding the context upfront, we can spot opportunities
that wouldn’t show up in a basic fare search, like grouping travellers by region, choosing
alternate airports, or blending charter with commercial flights to get the best outcome. “It’s
never just about finding the cheapest seat,” Kevin says. “It’s about building the most
efficient plan.”

The right tools, and the right people

ATPI’s group travel desk connects directly with booking platforms and NDC content, giving
access to both public and negotiated fares in real time. But it’s not just about access, it’s
about what we do with it. We use fare tracking to hold the best prices early, compare route
options, and monitor changes through custom dashboards. These tools help keep things
on track, but it’s the people behind them who make them work. “Our technology lets us
move fast,” Kevin explains. “But our experience is what makes it all come together.”

Building in flexibility, and peace of mind

Group travel in sport is rarely straightforward. Injuries, call-ups, and changing lineups mean
plans shift constantly. That’s why we design flexibility into every plan from the start.
Through close airline partnerships, we secure fare conditions that support name changes,
staggered deadlines, flexible ticketing, and even extra baggage for team equipment. These
aren’t perks, they’re practical safeguards that help teams stay agile. “Strong partnerships
let us protect the budget and the schedule, even when plans change,” says Kevin.

Planning for the inevitable

In elite sport, change isn’t just possible, it’s expected. Whether it’s a last-minute player
swap or an unexpected delay, teams need travel plans that can adapt without causing
stress or extra costs. That’s why we monitor bookings in real time and negotiate terms that
give teams breathing room. If something shifts, it’s handled, without disruption. “Flexibility
is the smartest insurance policy a team can have,” Kevin adds.

A real-world example: The 2025 Canada Games

To see this in action, look at the 2025 Canada Games. ATPI is moving more than 5,000
participants, athletes, coaches, and officials, from every province and territory to one host
city. Instead of hundreds of separate bookings, we built one coordinated plan. By grouping
travel by region and aligning schedules, we secured national carrier contracts with flexible
fare holds, extra baggage allowances, and terms that support name changes right up to
departure. The result? A smoother experience for every participant, and a more efficient
use of public and partner funds.

Making team travel work for everyone

At ATPI, we approach group flights with the same mindset teams bring to competition: be
prepared, stay flexible, and always work as a unit. With the right planning, smart tools, and
strong partnerships, it’s possible to deliver more, even when budgets are tight. Because
great performance starts with a great journey
 
Ready to rethink your team’s travel strategy? Let’s build a smarter plan together.