Inside ATPI’s mission to move 5,000 participants to the 2025 Canada Games 

Behind the scenes at the 2025 Canada Games: ATPI in motion 

As the official travel services partner for the 2025 Canada Games, ATPI Sports Travel is proud to support the seamless movement of over 5,000 participants including athletes, coaches, team managers and all sporting equipment to and from St. John’s, Newfoundland and Labrador in Canada. This large-scale, multi-sport event relies on trusted coordination, and that’s where ATPI’s Sports Travel expertise comes in. Shelley Fleming, Project Manager at ATPI, is leading the way: “My role involves having complete oversight of all travel logistics in and out of St. John’s this August.” With a focus on precision, efficiency, and athlete experience, ATPI Sports Travel continues to deliver tailored travel solutions for one of the world’s most complex events. 

Coordinating complexity 

Managing the travel logistics for an event of this scale requires more than operational expertise, it demands collaboration, strategic thinking, and a deep understanding of stakeholder priorities. As the Canada Games travel program is fully funded by the federal government, budget compliance and cost-efficiency are key. But for ATPI, delivering value goes beyond managing costs, it’s about ensuring a seamless, positive travel experience for every athlete and delegate. “We have to balance cost-effectiveness with the Canada Games Council’s travel policies, which prioritize athletes’ comfort,” says Shelley. “That includes booking only direct flights and providing meals on flights over four hours.” 

How do you build a travel program when one of the first complexities is a lack of sufficient flight options? “From the start, the biggest hurdle was finding enough flight capacity to and from a community with limited commercial flights,” Shelley explains. “We had to introduce charter flights, which naturally increased costs. That meant reworking the plan with our suppliers and identifying smarter ways to optimize aircraft usage.” Thanks to strong supplier relationships and close coordination with the ATPI Travel Desk, the team successfully secured additional commercial flight options. The result: a more efficient, cost-conscious travel program that meets both logistical demands and participant needs. 

How ATPI EventsHub powers Canada Games travel planning 

Coordinating the travel of thousands of athletes from across 13 provinces and territories is no ordinary logistical task, it requires structured project management, transparent communication, and seamless collaboration at every step. 

To bring this level of organisation to life, ATPI leverages its ATPI EventsHub platform, a tool that supports planning across all phases of the Canada Games travel program. ATPI EventsHub enables real-time task tracking, streamlined information sharing, and data-driven decision-making, helping all partners stay aligned and on schedule. “We follow a detailed workback schedule based on the Council’s deliverables,” explains Shelley Fleming. “The platform helps us manage assignments efficiently, but ultimately, it’s our strong relationships with stakeholders that keep everything moving.” These relationships are key to success and span a wide network, from federal partners and the Canada Games Council, to Provincial and Territorial Teams, the Host Society, and supplier networks. Weekly coordination calls and frequent check-ins ensure every stakeholder remains informed, involved, and aligned with the program’s objectives. With the right tools and trusted partnerships in place, ATPI continues to deliver clarity and control, even in the most complex environments. 

Ensuring a seamless games-time experience 

Shelley’s planning extends far beyond the flights themselves. From budget tracking to airport coordination, every detail is carefully monitored. 

“We have regular meetings with airlines and the St. John’s Airport Authority, and we continuously update the client about any operational changes or budget shifts,” she said. “We’re also in constant communication with the Provincial and Territorial Teams to make sure their needs are met.” 

This proactive approach is key to preventing last-minute disruptions and ensuring that participants arrive on time, well-supported, and ready to compete. 

Defining success at the 2025 Canada Games 

At ATPI, success is more than delivering a travel programme, it’s about delivering value, precision, and peace of mind to everyone involved. “From the client’s perspective, success means reconciling the final budget at or below the approved amount,” explains Shelley. 
“From an operational standpoint, it’s about executing a smooth plan with minimal last-minute changes or disruptions.” But beyond the numbers, success is also found in the human moments: a team arriving together, ready to compete; the pride of representing one’s province or territory; the shared experience of a national event that unites thousands. 

“On a personal level, my measure of success is knowing ATPI has played a part in creating a meaningful experience for each participant,” Shelley adds. To truly understand the impact of the Games, Shelley points to the 2023 Canada Games Legacy Video, a moving reflection of what these moments mean to young athletes, volunteers, and host communities across the country. “It’s never just about moving people, it’s about helping make moments like these possible.” 

Moving teams. Fueling performance. 

At ATPI Sports Travel, we turn complex travel logistics into seamless experiences, so athletes and teams can stay focused on what matters most: their performance on the field! 

Plan smart. 
Move confidently. 
Get your team where it matters most. 

Let’s move your team. Contact ATPI Sports Travel today.