First Sports Tour Planning Guide: 9–12 Months Ahead

Your first sports tour starts with a clear brief. Use this guide to plan a club, academy or adult group trip, ideally beginning 9–12 months before departure. This is a suggested planning timeline; availability and deadlines depend on your chosen trip.

9–12 months ahead: agree the purpose

• Choose the sport, playing standard and main objective: development, pre-season preparation, competition or a social break.
• Estimate player and staff numbers, age ranges, dates and preferred duration.
• Agree an affordable total budget per traveller, including travel, meals, optional activities and personal spending.
• Nominate a group organiser and identify any club, school or committee approvals.

6–9 months ahead: compare the full proposal

Ask for a written breakdown of accommodation, room types, training time, coaching, transfers, meals and optional extras. Confirm which facilities, fixtures and suppliers are secured and which remain provisional. Review payment dates, cancellation terms, minimum numbers and what happens if numbers change before collecting money.

3–6 months ahead: turn interest into a group plan

Confirm your traveller list and rooming preferences using the agreed collection process. Check passport, entry and insurance requirements for each traveller’s circumstances. Discuss accessibility, supervision and dietary requirements early; obtain written confirmation of arrangements rather than assuming requests can be met.

1–2 months ahead: brief the group

Review the itinerary, training intensity, kit list, luggage, meeting points and travel timings. Confirm the organiser’s contact route and the escalation arrangements for the trip. Keep sensitive medical and identity information out of general email lists and group chats.

Before departure: issue one final version

Share the confirmed itinerary and version date, accommodation details, meeting instructions and agreed contacts. Explain how updates will be communicated and who can authorise changes. Make sure every traveller knows what is included and which costs remain their responsibility.

Your first-tour briefing agenda

1. Purpose, playing levels and what success looks like.
2. Day-by-day programme and any provisional elements.
3. Full price, inclusions, exclusions and payment deadlines.
4. Travel, rooms, kit and accessibility needs.
5. Supervision, conduct, emergency contacts and escalation.
6. Questions, decisions and the next deadline.

Copy your trip brief

Sport: ___
Organisation: ___
Destination: ___
Preferred dates and nights: ___
Estimated players and staff: ___
Age range and playing standard: ___
Budget per person: ___
Training, fixture and social priorities: ___
General access or dietary requirements to discuss: ___

Choose your starting point

Explore Marbella tennis and padel trips, Algarve adult group trips or club and academy tours.

Send your brief to Aurora or email info@aurorasports.co.uk.