This time of year brings the transition from winter to spring and the height of tournament travel planning. Throughout March and April, volleyball clubs are constantly on the move. Coaches and team parents manage detailed checklists for supplies, reservations, waivers, and schedules. Preparation often covers everything except the journey itself.
Teams frequently travel together, which builds team chemistry and reduces costs for parking and fuel. Group travel, however, requires added safety considerations. Whether navigating a crowded airport or busy roadways, a safety-first approach must remain the priority.
Safety Tips for Tournaments Travel
From packing vehicles to managing air travel communication, preparation is critical to handling unexpected situations.
Air Travel Best Practices
Airports, boarding, luggage management, and hotel transfers present added complexity for large groups with minors. Clear identification and communication keep everyone aligned.
Use the following practices to keep team members safe during air travel:
- Require all team members to wear team gear or matching shirts or jackets
- Review airport and airline rules with all team members before arrival
- Use phone numbers or email addresses on luggage instead of full home addresses
- Assign team members to groups for seating and airport navigation
- Provide ID bracelets or lanyards for all travelers
- When possible, require team members to carry a phone with a complete contact list for all travelers and supervising adults
- Identify inexperienced travelers and provide additional supervision
- Load vehicles in pairs to minimize distractions
Road Trip Best Practices
Road travel requires careful planning regardless of group size. Addressing common risks such as driver fatigue and unplanned stops improves safety.
Use the following practices to prepare for team road travel:
- Pack essential supplies, including water, nonperishable food, flashlights, blankets, and rain gear
- Use a checklist for emergency provisions, including a first aid kit, a five-gallon gas can, reflective road triangles, at least two cans of tire sealant, and a fire extinguisher
- Save emergency contacts in your phone and carry a printed copy in case of service loss
- Establish an emergency plan that defines roles and responsibilities
- Check the spare tire and jack to confirm they are functional
- Use multiple drivers to reduce fatigue
- Plan early departure times regardless of trip length
- Carry a paper map in case of GPS failure or service gaps
- Conduct a roll call at every stop before departure
- Keep the group together at all stops
Addressing Team Travel Liability
Even with strong preparation and safe driving, road travel carries risk. Without a clear understanding of auto insurance coverage, clubs may face costly gaps.
Most volleyball clubs rely on parents, Coaches, and volunteers to transport teams using personal or rental vehicles. These are considered non-owned vehicles because they are not owned by the club. A personal vehicle is covered by the owner’s insurance. A rental vehicle may be covered through insurance purchased at the time of rental. Depending on coverage, these policies may include medical and vehicle damage protection. They do not provide liability coverage for the club in the event of a lawsuit.
Accidents often lead to questions of negligence, and sports organizations are frequently named in legal claims regardless of fault. Non-owned and hired auto liability coverage is a type of commercial insurance that protects the organization listed as the named insured. Non-owned auto coverage can be added to a JVA liability policy, but coverage is limited to league play dates. This includes travel to and from events but does not extend beyond those dates.
Clubs that regularly transport athletes or equipment in personal or rental vehicles may require broader non-owned auto coverage to eliminate gaps. Consult an insurance advisor with experience in youth sports organizations to evaluate risk and coverage options.
CLOSING THE BLOCK: TRAVEL SAFETY HOT TIP
Speak with your insurance provider before traveling to a tournament.
Understanding your auto insurance coverage is essential before any extended trip. It is especially important when commercial auto considerations apply. If Coaches, team parents, or volunteers use personal or rental vehicles for team-related travel, coverage may not meet expectations. Confirm your policy details before departure and address any gaps with your insurance advisor.
About the Author
Mike DiNottia is a client advisor at World Insurance Associates (World). World is a leading insurance brokerage in the U.S. specializing in business and personal insurance, employee benefits, wealth management and retirement plan services, and payroll & HR solutions. The JVA and World have partnered together to bring JVA Members educational articles and content to help you learn about your unique risks and exposures, and how to better protect your businesses, members, and families in general. Feel free to reach out to Mike directly with any questions at mikedinottia@worldinsurance.com
Stories like the one above are intended to be informational in nature. Insurance coverage will vary depending on language specific to your policy and your specific facts and circumstances. Please contact your insurance broker and/or agent for your specific coverage implications based on your specific situation and follow any claims reporting procedures from your policy with your broker if there might be a claim. Nothing in this story should be considered as legal advice or opinion and you should seek independent advice or legal counsel.
