STRATEGIES Smarter Spending Insider tips for controlling group travel costs and getting the best value By Wendy Helfenbaum With costs skyrocketing for airfare, lodging, ground transportation and meals, planning and executing team trips on a limited budget can be challenging. Here’s how to get maximum value when moving groups within Canada. ADAPT TO CHANGING AIRFARE PRICES AND RESTRICTIONS While booking early can reduce costs, most teams aren’t in a position to confirm their rosters far enough in advance, says Emma Van Steen, senior manager, high-performance para-swimming at Swimming Canada. She oversees all aspects of team travel and overnight accommodations for more than 20 swimmers and staff heading to camps and events across the country. “Swimming Canada knows years in advance where we’re going and rough dates, but until you have an actual athlete’s name, sometimes you can’t even book a ticket,” says Van Steen. “The other big frustration is unreliability. I’m trying to coordinate people from across Canada to all be on the same flight or land at the same spot, but flights get cancelled all the time.” Van Steen suggests working with a travel agent to find airlines that allow name changes and can find solutions when flights don’t take off. Bonus: You’ll also access more competitive fares and flexibility, adds Kevin Murphy, general manager of Boulevard Travel, an amateur sports-dedicated travel management company in Calgary and Halifax that has worked with 26 Olympic sports federations. “Some airlines only take group requests through an agency, and to secure the best rates, the agency can do an exhaustive search for your dates and return a competitive quote for each airline,” says Murphy. Airlines often restrict sports bags from their smaller regional jets and the cost adds up quickly when paying for extra items, he adds. “We’ll try to negotiate an increased baggage allowance, especially when it comes to physio and non-sport equipment,” says Murphy. Take advantage of points programs but be aware that rules have changed: Some airlines no longer remit the full value of points unless passengers book a more expensive fare. “On the national sports side, we encourage teams to purchase Air Canada’s Flex fare, for example, so that we get 100% status points, some flexibility and change penalties of only $50,” Murphy says. ARRANGE BETTER ACCOMMODATION DEALS Because availability is often limited, book early, suggests Elisha Ammann, executive director for the Medicine Hat Accommodation Association. “If you call the local hotel manager directly, you’ll usually get the best access to hotel inventory and room discounts,” adds Ammann. “You have better bargaining power when negotiating as a group.” For example, teams can get complimentary breakfast— saving about $20 per guest, plus the time and effort to make restaurant reservations—or free access to meeting space. PHOTOS (CLOCKWISE FROM LEFT): SWIMMING CANADA/ SCOTT GRANT; CANADIAN ENDURO LEAGUE Manchester 2023 Para Swimming World Championships 12 ADRENALINMAG.CA ADRENALIN | FALL 2023 12
