Group Coordination Information
The group coordinator will act as the liaison person between GSI Sports and the traveling team/group. All correspondence regarding the trip will go through the group coordinator. The coordinator will in fact need to assume a leadership role in the whole tour planning. As the tour coordinator you will deal with many aspects, including:
Communication
Keep communication open between you, the travelers and GSI Sports. Periodic meetings should be scheduled. The more informed the travelers are the less chance there will be for problems and last minute jitters
Finances
Schedule a payment plan. This should allow time for you to collect the money and mail the check(s) to meet with GSI Sports’ published payment plan. Along with the payments (either one team check or multiple individual checks) GSI Sports would like to receive a register of all the travelers that are covered and being paid for. Some groups elect a specific tour treasurer who is responsible for payment collections etc. It is also important that each individual is aware of the cancellation and late payment policies.
Fund-raising
Elect a fund-raising committee. It is important that the group is realistic in its fund-raising goals and the amount of time available to be dedicated to its tasks.
Forms and Documentation
Make sure that everyone has his/her passports. Apply for them early! USYSA permission to travel form must be applied for with your local state association. You should also collect Medical and Insurance information and Conduct Forms (provided by GSI Sports) and a full list of all travelers with their passport numbers
Gifts
European teams often give a gift to the opposition prior to the start of a game. It is always nice to be able to reciprocate. Example of such gifts would be team pennants or individual patches/pins. We also suggest that each individual bring trade items on the tour. These items may be traded for items from foreign teams.
Team Identity
As part of your tour packet GSI Sports will provide you with a travel shirt that will make the team easily identified in busy airports etc. Many groups also purchase extra items such as travel bags, sweatshirts etc. Call our office for a great offer on such items.
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