Your Ultimate Playbook for Stress-Free Youth Sports Travel with IHG

Tournament season is here, and whether your team is heading to a regional championship or a weekend showcase, the excitement is palpable. But let’s be honest – organizing travel for an entire youth sports team can feel overwhelming. Between coordinating schedules, managing budgets, and keeping everyone happy, it’s easy to lose sight of what really matters: creating memorable experiences for our young athletes.

Here’s the thing that I’ve learned in my years of coaching: tournament trips often become one of the highlights of a family’s summer together. These shared adventures create memories that last far beyond the final whistle. So why let travel stress steal the joy from these precious moments? With the right planning approach and IHG’s team-friendly accommodations, you can transform tournament travel from a headache into the seamless experience your families deserve.

The IHG Advantage for Youth Sports Teams

IHG understands that youth sports teams have unique needs. Their properties are designed to accommodate groups, making your planning process significantly smoother. From spacious lobbies perfect for team gatherings to breakfast areas that can handle the morning rush of hungry athletes, IHG Hotels & Resorts are built with team travel in mind.  

So here are my 5 recommendations from a seasoned youth sports coach and travel planner.

1. Master the Art of Group Booking

Booking a block of hotel rooms shouldn’t feel like a full-time job, yet many team managers find themselves drowning in spreadsheets and phone calls in the weeks and days leading up to the event. IHG has streamlined this process with dedicated group booking services that take the complexity out of securing multiple rooms.

For groups of 10-25:  visit https://meetings.ihg.com/

For groups of 25+: dial 1-800-MEETING

Start by contacting IHG’s group sales team at least 6-8 weeks before your tournament. They’ll help you secure rooms at competitive rates while ensuring your team stays together. The key is providing accurate headcount estimates and being flexible with your dates when possible. IHG’s group booking specialists understand the unpredictable nature of youth sports – they’re prepared to work with you if your roster changes or tournament schedules shift.

Learn more here:  ihg.com/youthsports

Remember to establish clear payment deadlines and cancellation policies upfront. This protects both your organization and the families involved, preventing last-minute financial surprises.

2. Simplify Team Dining

Making dinner reservations for 30 people sounds daunting enough, but add in collecting money from multiple families, accommodating dietary restrictions, and coordinating schedules? It can quickly become a logistical nightmare. However, team dinners are invaluable for building camaraderie and giving families a chance to connect beyond the sidelines.

Here’s where staying at an IHG property becomes a game-changer. Instead of searching for restaurants that can accommodate your group, utilize your hotel’s common areas. Many IHG hotels have spacious lobbies or private meeting rooms perfect for team gatherings. Order pizza, set up a simple buffet, and let the magic happen naturally.

This approach offers multiple benefits: kids can relax in a familiar environment, parents can supervise more easily, and you’ll avoid the chaos of splitting large groups across multiple restaurant tables. Plus, the cost is typically more predictable and budget-friendly than traditional restaurant dining.

3. Pack Smart to Reduce Tournament Stress

The weather at tournament sites can be unpredictable, and nothing derails team morale like wet, uncomfortable players. Your packing strategy should focus on versatility and preparation for the unexpected.

Extra socks are non-negotiable – pack at least three pairs per day for each player. Wet or muddy conditions are common, and fresh, dry socks can be the difference between a player who’s ready to compete and one who’s distracted by discomfort. Include moisture-wicking athletic socks specifically designed for your sport.

Don’t forget weather contingencies: lightweight rain jackets, extra team shirts, and layers for temperature fluctuations. A small first-aid kit with basics like band-aids, pain relievers, and instant ice packs can save the day when minor injuries occur.

4. Fuel Your Athletes Properly

Nutrition can make or break tournament performance, yet it’s often overlooked in travel planning. Tournament schedules rarely align with regular meal times, making strategic snacking crucial for maintaining energy levels throughout long competition days.

Stock up on easily portable, nutritious options: granola bars, trail mix, bananas, and individual nut butter packets provide sustained energy without the sugar crash of candy or sodas. Hydration is equally critical – ensure each player has a large water bottle and consider electrolyte supplements for hot weather tournaments.

Many IHG properties offer complimentary breakfast, which is perfect for tournament mornings. Take advantage of these offerings to ensure your athletes start each day properly fueled.

5. Create Lasting Memories

Beyond the logistics, remember that these tournament trips are about more than just competition. They’re opportunities for your team to bond, for parents to connect, and for young athletes to experience the joy of travel and teamwork.

Encourage families to explore the host city together, plan small team activities between games, and document the journey with photos, selfies, videos and make sure to leave time for a TikTok or two. These memories will outlast any trophy or medal.

Making It All Come Together

Successful tournament travel requires planning, flexibility, and the right partnerships. IHG’s commitment to supporting youth sports teams through dedicated group services, family-friendly accommodations, and flexible policies makes them an ideal partner for your next tournament adventure.

With proper preparation and the right hotel partner, tournament travel transforms from a stressful obligation into an exciting team-building opportunity. Your athletes will perform better, families will enjoy the experience more, and you’ll have successfully created memories that last a lifetime.

About the Author:

Amy Masters is a proud sports mom, seasoned coach, and dedicated club administrator with over a decade of experience in youth athletics. She launched Jr Lions Field Hockey in Hunterdon County, growing it from just 40 players in its first season to over 150 by year three. Fueled by the growing passion and competitive spirit of local athletes, she went on to found Omega Field Hockey Club, now serving players across New Jersey and Pennsylvania.

A former collegiate athlete herself, Amy played field hockey at Lock Haven University, where her love for the game truly took root. Off the field (and somehow still finding time), she leads marketing for iSport360 and co-edits the Youth Sports Survival Guide—the largest youth sports newsletter in the world.