Our Easy Booking Process.
At EcoSports Tours, we understand that tour organisers tend to have an extremely busy schedule away from arranging a once in a lifetime sports tour! This is why we take the hassle and headache away. Our team of experienced and knowledgeable staff will be available throughout the planning stages, providing you with assistance and advice each step of the way.
SIMPLE FIVE STEPS TO PLANNING, BOOKING & OPERATING YOUR SPORTS TOUR
1. CONTACT US
The first step for planning your once-in-a-lifetime sports tour is to speak to us direct. Whether you already have your perfect tour itinerary planned, or would like some inspiration on other touring destinations and options, by contacting us we will be able to deal with your requirements on a personal level. The EcoSports Team will be able to inform you of the best options to suit your requirements, and then construct a bespoke package and itinerary for your group
Simply call us on +44 7885 508864. If a busy schedule conflicts from you to discussing your requirements on the phone or via an on-line audio or video call, you can submit a tour enquiry form through our website.
If you are wanting to discuss your requirements, please email tom@ecosportstours.com with your preferred call back time, and we will reply within 48hrs.
2. NO OBLIGATION BESPOKE QUOTATION
Having discussed all your requirements in full, our team will then get to work on your detailed tour proposal including the package details, outline itinerary and carbon offsetting value and recommended environmental support project. Within 72 hours you will receive a full proposal with hotel (and associated Ecolabel standard where possible), destination information, outline sample itinerary, full list of services provided and a price based on expected numbers. All of our tours are completely bespoke, so if you have any queries or would like to make any adjustments, all you have to do is let us know and we’ll make the adjustments and send you the amended proposal.
3. LAUNCH
Once you are happy with the proposal and price, this is when you will launch your tour to students, players, parents and other staff. To ensure that the tour planning stages are as hassle free as possible, your EcoSport Tour Manager will offer to come in to your school or club & present the tour direct to students and parents, or alternatively for environmental considerations this can be done via remote on-line video link onto a large screen at the school. We will deliver a full Powerpoint Presentation, and also be able to answer any questions parents or the tour participants may have about the sports tour.
4. CONFIRMATION
Following the launch, you will normally know with 7 days if you have required take-up and want to confirm. At that point you should contact your us at EcoSports Tours. From this point we will provide a detailed summary of all the agreed package details in a Service Level Agreement (SLA), which will be sent to you for review and approval. As well as the SLA, we will send you the standard terms and conditions along with a proposed payment schedule. The split and timings of payments are designed around individual customers requirements. Typically, this will take the form of a 20% initial deposit, a further interim payment and then a final balance payable 8-10 weeks prior to the departure date.
During the build-up to the tour we will send you the following documents to complete and return:
Advance Passenger Information List
Team Details Form
Training Session Request Form
Rooming List
Medical & Dietary Form
5. TOUR OPERATIONS
Upon receipt of the first deposit payment, we’ll begin to build tour itinerary, keeping you updated every step of the way. At EcoSports Tours we take great pride to ensure that your friendly fixtures are appropriately matched, therefore we will often call to discuss your groups standard, and may even request any recent results against other teams to best assess the level and give us the opportunity to secure friendly fixtures against similar standard local opposition. Also a team/squad photograph or any video footage can be helpful to us
You will be sent your Full Tour Pack which will include; final itinerary, boarding passes (if on a flight package) and any other required documents no later than 2 weeks before your departure date. To avoid excess use of paper, this will be sent to you digitally unless otherwise advised. From here all you have to do is relax in the knowledge that all the tour logistics have been finalised and you can relax and look forward to a great tour.
We will be in touch the morning of your departure to ensure their are no last minute hitches. Your allocated EcoSports Tour Representative will be awaiting your arrival at your tour destination, and will stay with your group throughout the tour to deal with any issues that may arise.