The Behind-the-Scenes Partner You Deserve

Short on staff or time? Borrow ours. We shape the story, take the meetings, and turn interest into holds, funding, and room nights representing you to destinations, venues, sponsors, and hotel networks. Great events are built, not born; we bring the strategy and ops that make them work across sports, conventions, meetings, and expos.

How We Partner 

Tournament Directors & Operators

  • Build your RFPs; target right-fit CVBs/DMOs, venues, and hotel networks
  • Source sites (fields + hotels), manage compression/seasonality, negotiate value-adds
  • Stand in at tradeshows and conventions; capture RFPs, track holds, and move to decision

Clubs & Leagues

  • Create seasonal event roadmaps with travel/housing strategies
  • Pre-qualify destinations, align field/time blocks for indoor/outdoor facilities, and standardize contracting & rebates
  • Provide pacing/room-night reporting and post-event playbacks

Facilities & Venues

  • Align with CVB/DMO incentives, define black-out windows, and reduce soft-hold churn
  • Sourcing events & groups/teams for your venue 

Associations, Conventions & Meeting Planners

  • City/venue sourcing (convention centers, ballrooms, meeting space) with hotel block strategy
  • RFP creation & distribution, budget modeling, and funding/incentive pursuit
  • Agenda design support (off-sites, welcome receptions), registration/housing ops, and post-event reporting

 

Core Services (sports + meetings)

RFP Creation & Distribution
Your RFP is your go-to-market plan, not a checklist.

  • Scope, dates, space/field needs, room-night targets, service standards, housing model, evaluation criteria, deadlines
  • Distribution to CVBs/DMOs, venues, hotel networks, and municipal partners for apples-to-apples proposals
    Result: better proposals, cleaner comparisons, faster decisions.

Site Selection & Sourcing
The “right” site is fit, not just square footage or bed count.

  • Evaluate surfaces/backup plans and meeting space flow, hotel mix, distance, traffic, compression, guest experience
    Result: confident selection with fewer surprises.

Grants, Funding & In-Kind Support
Economic impact is real, capture it.

  • Identify tourism grants, hospitality tax programs, incentive matches, community funds
  • Prepare applications, budgets, letters of support, and timelines
    Result: more dollars and services behind your event without adding headcount.

Representation at Conventions and Tradeshows
Can’t be everywhere at once? We’ll be in the room for you, introducing your brand, fielding questions, and advancing with destinations, venues, hotels, and sponsors.

  • Recent example: We represented two businesses at Connect Marketplace: pre-booked meetings, delivered the pitch, captured RFPs, and left with follow-ups and holds scheduled.

Housing & Operations Backbone

  • Stay-to-play strategy, block management, parent comms, pace reporting, attrition mitigation
  • Run-of-show, staffing matrices, wayfinding, and year-two improvement playbooks

Why Pellucid Travel 

No bandwidth? No problem. We plug in as your external team, focusing on orgs that need credible representation and a proven process. If you don’t have the staff, time, or system to take your event to the next level, use ours! Reach out to our team to get started with consulting.



This year, our team had the privilege of traveling to Miami, Florida, for Connect Marketplace, and what unfolded was a whirlwind of connections, energy, and unforgettable memories. Shannon, Laura, Dave, Gretchen, Jason, and Sara represented our company alongside several of our client partners, making this trip not just about us, but about the businesses we proudly support.

From the moment we stepped onto the convention floor, the pace was fast and full of possibility. Most of our days were spent in back-to-back appointments, meeting with industry peers and exploring opportunities to grow both our own business and that of our clients. In between the scheduled sessions, there was always time to walk the floor, strike up conversations, and connect with others on the fly. Some of us ended up having meaningful conversations with more than thirty people in just a few hours, and the best part was the energy. Every conversation was filled with genuine interest and excitement about the opportunities in our industry. 

Of course, Connect Marketplace isn’t just about meetings. The trade show itself was an experience in its own right. There were endless food tastings showcasing flavors from across the country, booths designed not just to impress but to welcome attendees with refreshments and workspaces, creative swag that sparked smiles, and, to everyone’s delight, puppies that added a dose of joy in between the busy schedules. It was a reminder that conventions can be both productive and enjoyable.

The evenings were just as memorable as the days. On the first night, the opening ceremony set the tone for the week with an incredible DJ paired with live musicians on bongos and saxophone, dancers on stilts, and food that kept everyone moving. The atmosphere was electric, and the Fillmore Theater was the perfect backdrop. The second night slowed down a little with a relaxed happy hour… the kind of gathering where business cards stay tucked away and conversations turn into friendships. Ironically, it’s often in these settings that some of the best business gets done while casually conversing. Then, on the final night, the week closed with a bang: a private Flo Rida concert. Singing and dancing shoulder-to-shoulder with colleagues and new friends was the perfect way to celebrate before heading home.

Between all the scheduled events, we also managed to squeeze in time for meals with partners who attended. Sharing lunch or dinner outside the convention gave us the chance to strengthen relationships and reflect on the opportunities ahead. Those quiet moments balanced the buzz of the convention and reminded us why we value these partnerships so much.

Looking back, Connect Marketplace in Miami was quite the experience; it combined business growth with community, fun, and inspiration. We left with new connections, stronger relationships, and memories that will carry us forward until we gather again at the next event.

If we missed you or did not get to spend time with you, connect with us here!

If you're a parent of a young athlete, chances are you've spent more than a few weekends on the road, suitcases packed, car loaded, and GPS set for the next tournament. Amid the chaos of game schedules, team dinners, and uniform mishaps, one major stressor always looms: travel planning.

Enter: Pellucid Travel.

While some parents may initially wonder why their team or tournament asks them to book through a designated travel partner, the reality is that this setup exists to help you, not to make things harder. Using a 3rd party like Pellucid is one of the best ways to ensure smoother, more affordable, and more enjoyable experiences for both athletes and their families.

Here’s why it matters.

1. Group Rates That Actually Save You Money

Online hotel prices may seem like a better deal at first glance, but  3rd parties like Pellucid Travel negotiate special rates just for your event. These rates are not only lower than most public prices, but often include perks like free breakfast, parking, late check-out, or waived resort fees,  all things families appreciate when traveling for sports.

And here’s the kicker: booking individually may look cheaper, but once you add those hidden fees or lose the group discount, it usually isn’t.

2. Keeping Teams Together

There’s a real advantage to being in the same hotel as your teammates. It’s easier to carpool, coordinate meals, and build camaraderie. Most importantly, it’s what coaches and team leaders expect when organizing group stays. Pellucid helps keep your team united logistically and socially.

Booking on your own may mean you end up in a hotel 20 minutes away from everyone else, missing out on last-minute team meetings, pool hangouts, or schedule updates.

 

3. Real-Time Support from Real People

Things go wrong, we've all been there. A hotel can’t find your reservation. Your flight is delayed. Your room isn’t ready. If you booked it yourself, you’re on your own.

When you book with a  3rd party, you have a dedicated team you can call, not a call center or chatbot. We step in immediately to solve issues and advocate for your needs. It’s like having a personal travel concierge, but without the extra cost.

 

4. It Helps Your Event Thrive

Most event organizers have agreements with travel partners that require a certain number of rooms to be booked through the official link. It’s how they secure fields, venues, and permits.

When families book outside the system, it threatens those agreements, which can lead to higher prices, fewer perks, or even the loss of host hotels for future events. In short, by going around the booking process, you’re unintentionally making it harder for the event (and your team) to run smoothly.

 

5. The System Was Built to Help You, Not Restrict You

Pellucid Travel was created by people who understand youth sports. We know the pressures parents face, and we’ve worked hard to create a travel experience that is simple, stress-free, and athlete-focused.

Instead of searching dozens of hotel sites, comparing rates, checking policies, and worrying about proximity to the venue, you get a hand-picked list of options curated with your needs in mind.

Book With Confidence

Pellucid Travel is not just a 3rd party. We’re a partner to your team, your tournament, and your family. By booking through us, you’re choosing peace of mind, better prices, team unity, and top-tier support.

So next time you receive that booking link, trust it. Behind it is a team working hard to make your journey easier, more affordable, and way less stressful.

Because at the end of the day, your job should be cheering from the sidelines, not stressing about your hotel room.



  1. Can you tell us a little about your background and how you first got started in the hospitality industry?
    I’ve been in the hospitality industry for 39 years, and it’s been such a rewarding journey. I really started from the ground up in front desk, housekeeping, food and beverage, operations, you name it. Those early experiences gave me a deep understanding of how all the pieces of this business fit together. Over time, I realized I had a real passion for sales and marketing, which led me to grow my career in that direction. Eventually, I became Regional Director of Sales and Marketing for Hilton brand hotels, where I had the privilege of leading teams, driving performance, and helping properties build their presence in competitive markets. That hands-on foundation across all departments has shaped my leadership style. I believe you can’t lead effectively if you don’t understand the day-to-day realities your teams face.
  1. When you think back to your early days in the business, what did the hospitality landscape look like compared to now?
    It was a completely different world. Back then, service was truly seen as an art form. It came with pride, attention to detail, and a real passion for creating memorable guest experiences. There was a deep sense of purpose behind every interaction. For many of us, hospitality wasn’t just a job, it was a calling. Fast forward to today, and while there are still so many dedicated people in this industry, you can feel the shift. Hospitality has become more transactional in a lot of ways. It’s about hitting metrics, quick turnarounds, and automation. The personal touch that made this business so special can sometimes get lost in the shuffle. One of the biggest differences is the decline in training. When I started, new hires received extensive hands-on coaching, shadowing, and real-world guidance. The word "no" didn’t exist. If there was a way to delight a guest, we made it happen. Today, it’s more like completing an online course, shadowing for one shift, and you’re on your own. That erodes both confidence and pride in delivering great service. But I do believe we can change that. Mentorship and leadership from experienced professionals can help bring that passion back.

 

  1. Over the last 39 plus years, what would you say is the biggest change you’ve seen in hospitality?
    Technology, without a doubt. It’s revolutionized everything from reservations to service delivery. It’s helped with efficiency, but it’s also created this constant push for speed over connection. Finding the balance between convenience and genuine guest care is still the challenge.
  2. How has technology changed the way guests experience travel from booking to check-in to overall service?
    Guests now expect seamless, tech-driven experiences like mobile check-in, keyless entry, and real-time updates. I love that convenience for them. But what concerns me is when organizations lean so hard into automation that they lose sight of personalized service. Tech should enhance, not replace, human connection.
  3. Has the guest expectation shifted over time? Are travelers more demanding, or just different in what they want?
    They’re more informed, for sure, and that can be a double-edged sword. Guests today do their research. They compare, read reviews, and know their options. It’s made them more particular, but not necessarily more difficult. It’s just a different type of expectation. Personalization, flexibility, and consistency matter most.
  4. The rise of online reviews and social media — friend or foe for hospitality teams?
    A little of both. Reviews and social platforms hold us accountable, which is a good thing. But they can also amplify the negative more than the positive, even when it’s a one-off situation. That’s why proactive guest engagement and service recovery are so critical. You can’t rely on tech alone to build your reputation.

 

  1. What’s one change in the industry that you absolutely love?
    The emphasis on personalization. Today’s tools give us incredible insights into guest preferences. When used well, they help us create tailored experiences that build real loyalty.
  2. On the flip side, what’s one change you’re not a fan of?
    The decline in meaningful, hands-on training. It leaves employees feeling unprepared and disconnected from the pride that comes with delivering great service. We need to bring back that investment in our people. They’re the heart of hospitality.

 

  1. Where do you see the industry headed in the next five to ten years?
    Integrated, personalized experiences will only grow. Guests will want everything from flights to hotel to dining connected in one seamless journey. Sustainability is also going to be front and center. Travelers are paying more attention to the impact their choices have. Those who adapt to both trends will lead.
  2. What advice would you give someone just starting their career in hospitality?
    Learn every part of the operation. Don’t just specialize. Understand the big picture. And remember, success in this business is built on relationships. Be curious, stay adaptable, and never lose sight of why we’re here,  to serve others with heart.

 

  1. If you could give your younger self one piece of advice, what would it be?
    Take more risks earlier. Growth happens when you step outside your comfort zone. Whether that’s leading a new project, moving to a different department, or taking on bigger challenges.



Travel With Our Get Away Girl!

After nearly two decades of managing events at St. John Fisher University, Patti Gaudy decided it was time to take her planning skills global. Now, as a passionate client relationship specialist at Pellucid Travel, she helps clients turn vacation dreams into real-life adventures, and she’s not slowing down anytime soon.

We sat down with Patti to learn more about what inspires her, how she makes your dream vacation a reality! 

What led you to work in the travel industry, and what keeps you passionate about it?

After 19 years in event management, I decided it was time to turn my love of globetrotting into something more. Helping people plan unforgettable trips felt like a natural next step,  it’s still about curating experiences, just on a different scale. What keeps me going is the joy on a client’s face when their dream vacation becomes reality. I also love sharing stories and travel tips from my own adventures, it makes the job that much more personable and rewarding!

What are the biggest benefits of booking a vacation through Pellucid Travel instead of planning it all yourself?

When you book through Pellucid Travel, you’re not just getting a reservation, you’re getting a trusted partner. We take the stress, the guesswork, and the late-night scrolling off your plate. Thanks to our insider knowledge and supplier relationships, we can often offer better rates, added perks, and unique experiences that aren't available online.

But it’s more than just the perks, it’s the peace of mind. If something goes off track, you’re not stuck calling a 1-800 number. You’re calling me (Patti) someone who knows your trip inside and out. We’re here before, during, and after your travels to make sure everything runs smoothly.

 

What kinds of vacations do you specialize in?

Family trips, dreamy honeymoons, Caribbean cruises, beachy all-inclusives, if it involves fun, food, and a packing list, I’m in! And I’ve got real-world tips from my own travel wins (and fails!) to help my clients avoid hiccups along the way.

 

How do you help clients narrow down the perfect destination?

I start by really listening. I want to understand my clients’ travel style, their goals, their budget, and who’s joining them. From there, I ask the right questions to uncover what kind of vibe they’re after, relaxation, adventure, romance, or something else. It’s like travel matchmaking. I don’t just recommend what’s trendy; I recommend what’s them.

 

Walk us through what it’s like to plan a vacation with you.

Planning a trip with me is like chatting with a friend who just happens to be really good at travel. We’ll talk about what you love (and hate) about vacations, your dream destinations, and then I’ll do the research, send you options, and take care of the details.

I aim to make it feel effortless. I handle the booking, the logistics, and make sure everything’s in place, all you need to do is pack and get excited!

 

What are some of the most common concerns your clients have?

A lot of people worry about picking the wrong resort or overpaying for something that doesn’t live up to expectations. They also fear missing connections or not knowing what to do if something goes wrong.

That’s where I come in. I offer trusted recommendations based on experience and data, and I’m always just a call or text away. My clients know they’re supported from start to finish, and that peace of mind is priceless.

 

What tools or resources do you use to make the booking process smooth?

Behind the scenes, I’m using professional travel platforms that give me access to exclusive rates, real-time availability, and top supplier partners. I also use apps and PDFs to keep everything organized, from itineraries to travel documents. It’s all about creating a seamless, stress-free experience.

 

What travel trends are you noticing right now?

All-inclusive resorts are making a huge comeback, especially among families who want convenience and built-in entertainment. They love that the kids can be entertained while the parents actually get to relax.

European travel is definitely on the rise too. That said, there’s still so much to explore right here in the U.S. Beaches, mountains, city escapes, all without a passport!

 

Any hidden gem destinations you’re loving lately?

Absolutely! Here are a few of my current favorites:

  • Reggio Calabria, Italy – Gorgeous beaches and ancient ruins, without the Amalfi crowds.
  • Tartu, Estonia – A quirky university town with great food and cozy cafes.
  • Alentejo, Portugal – Peaceful countryside, cork oak forests, and serene beaches.
  • Door County, Wisconsin – Charming towns, lakefront parks, and an old-school Americana vibe.

 

Do you have any go-to travel hacks you recommend to clients?

Yes! Here are some of my must-haves:

  • Use packing cubes and roll your clothes — it saves space and keeps things organized.
  • Always pack essentials in your carry-on, including medications, a swimsuit, and a few changes of clothes — just in case.
  • Bring a reusable water bottle with a filter.
  • Pre-book your airport transfers to avoid stress on arrival.
  • Notify your bank and cell provider before international travel.
  • Buy travel insurance. It seems like an extra cost, but it’s absolutely worth it.
  • Fly early in the day. Fewer delays, smaller crowds, and more vacation time!

 

Can you share a favorite client success story?

One of my favorite stories came from simply posting about my personal trip to Italy on Facebook. I wasn’t trying to sell anything, just sharing my experience. That one post led to five couples booking the exact same itinerary. They all had an amazing time and are already asking, “What’s next?” It’s such a great reminder of the power of storytelling.

 

What’s one piece of advice you’d give someone planning their next getaway?

Call me! I’ll help you plan your dream vacation, and make sure the experience is as fun as the trip itself.

 

If you could plan your own dream vacation right now, where would you go?

Right now, I’ve got my eye on Greece — specifically:

  • Domes Aulus Elounda All-Inclusive Resort (Crete) – Adults-only, panoramic sea views, indulgent spa treatments, and creative dining.
  • Lindian Village All-Inclusive Resort (Rhodes) – Private beach, lush gardens, yoga, and suites with private pools. Pure bliss.

 

What’s the one item you never travel without?

My passport — of course — and a lightweight universal travel adapter with USB ports. It’s a lifesaver in any country.

 

 Ready to go? Contact Patti, our Get Away Girl: Patti@pellucidtravel.com



Experience Sports ETA With Us

Reflections from Pellucid Travel on a Week of Insight and Impact

This year’s Sports ETA Symposium in Tulsa brought together the best of the sports events and tourism industry—and Pellucid Travel was proud to be part of it. From exciting one-on-one conversations to inspiring panels and community impact, the week offered everything we hoped for and more.

The Power of Connection

For first-time attendee Alicia Gazda the event provided not only valuable exposure, but also a deeper sense of what makes this community so special.

“Having a dedicated booth and taking part in scheduled appointments with rights holders was incredibly beneficial.” – Alicia Gazda, Pellucid Travel

She emphasized how productive the one-on-one meetings were, with a focus on relationship-building and actionable next steps.

“It was great to be in a room of like-minded tourism professionals. I’m energized, I’m more informed, and I’m already looking forward to next year.”

Alicia also appreciated the chance to hear new perspectives from industry veterans, especially as someone coming from the conference planning side.

Insight, Education, and Industry Inspiration

Jason Puckett echoed similar sentiments after a week full of educational sessions, networking, and community building.

“Sports ETA delivered a great balance between education, networking, and business appointments.” – Jason Puckett, Pellucid Travel

Jason was particularly inspired by the tour of the USA BMX facility, calling it a standout experience.

“It really opened people’s eyes to what’s possible when a community invests in its sports infrastructure.”

As a member of the Legacy Fund Committee, Jason was also proud to be part of the most meaningful outcomes of the week.

“We raised $18,000 for the Center for Individuals with Physical Disabilities. Creating a lasting impact in Tulsa was awesome.”

Looking Ahead

The Pellucid Travel team returned home feeling energized and grateful for the experience, ready to put what they learned into practice and continue building strong industry partnerships.

“It gave me great tools I can use moving forward,” Alicia noted. “There’s so much value in connecting with people who share your goals.”

From all of us at Pellucid Travel—thank you to the organizers, attendees, and partners who made Sports ETA a memorable and meaningful event. We’ll see you at the next one.

 

If you attended and you missed getting to connect with our team you can reach Jason Puckett: Jason@pellucidtravel.com  & Alicia Gazda: Alicia@pellucidtravel.com!



 

 

Planning travel for a group can feel like a puzzle—coordinating multiple people, adjusting plans, and making sure everyone is set for a smooth stay. But with Pellucid Travel, you’re never navigating it alone. Here’s a look at how your booking process unfolds, who to contact along the way, and how we make sure your team has everything they need from reservation to check-out.

Securing Your Team’s Rooms
Your group’s schedule is set, and now it’s time to book your hotel rooms. Simply follow the link to your exclusive booking portal, where you can choose a hotel and secure a block of rooms for your group. Once your block is confirmed, you’ll receive a unique link to share with your group, allowing them to book their individual rooms with ease. In just a few clicks, everyone’s reservations are confirmed, and your group is ready to go!

But then, plans change. Maybe a coach realizes they need an extra night, or a player has to switch to another room. No problem! As long as you’re still before the booking cutoff date, you can simply click the "Modify Reservation" link in your confirmation email to make adjustments. Need additional support, or is it after the cut-off date? Your dedicated client relationship specialist is also available to assist and ensure everything is updated smoothly.

Additional Rooms & Accommodations
A few weeks pass, and everything seems set—until you get a call. Another parent needs a room, the assistant coach forgot to book, or your roster has changed, requiring you to add or remove rooms or adjust accommodations.

This is where Pellucid Travel’s client relationship specialist steps in. Your dedicated specialist is always available to assist with last-minute needs, whether it’s securing additional rooms, modifying existing reservations, adjusting room types or amenities like breakfast or parking, or ensuring rooming lists are accurate. We handle the details so you can stay focused on the game.

The Big Arrival
Finally, the weekend of the event arrives. Your group loads up their cars and heads to the hotel, ready for a great trip. You check in at the front desk, collect your room keys, and settle in. Everything seems perfect—until someone's key doesn’t work, or you have a question about the billing details.

After check-in, the hotel becomes your primary point of contact. For any questions about your stay, such as parking, key card issues, an incorrect room type, or final billing, reach out to the front desk or the front desk manager first, as they are best equipped to assist with in-house matters. If further support is needed after contacting the hotel, your dedicated client relationship specialist is always available to step in and help.

Enjoy a Stress-Free Stay
With everything in place, your group can now focus on what matters—competing, bonding, and making the most of the trip. From the moment you book to the time you check out, Pellucid Travel ensures you have the right contacts at every step, so your only concern is the event ahead.

So, the next time you’re booking for a tournament, a convention, or a special event, rest easy knowing that you have a team behind your team. From your first reservation to your final checkout, we’re here to make travel simple, seamless, and stress-free.

 

 

Q: Aaron, can you give us an overview of Pellucid Travel’s outbound travel services?

Aaron: Absolutely! Our outbound travel services are designed to simplify group travel for teams attending large tournaments or league play. We manage everything from hotel sourcing and contracting to creating custom booking portals that streamline reservations. Plus, we negotiate complimentary rooms for large group bookings, ensuring teams receive the best value possible.

Q: What sets Pellucid Travel apart from other travel agencies?

Aaron: Our approach is highly personalized and cost-effective. We specialize in custom housing solutions, securing exclusive room blocks, and negotiating the best possible terms for our clients. Unlike traditional agencies, our services are completely free for teams—we are commissioned directly from the brands, meaning clients get expert travel management at no extra cost. Plus, every group gets a dedicated account manager for end-to-end support.

Q: Who is the ideal client for Pellucid Travel’s outbound services?

Aaron: We cater to groups that require 10 or more rooms, especially those managing travel for multiple groups. Our services are perfect for clubs and organizations looking to simplify logistics while maximizing value through negotiated rates and complimentary perks.

Addressing Common Travel Challenges

Q: What are some key travel challenges groups face, and how does Pellucid Travel help overcome them?

Aaron:

  • Finding Affordable & Convenient Hotels: We leverage industry connections to secure room blocks near event venues at competitive rates.
  • Contract Terms: We negotiate flexible policies to minimize financial risks, including cancellation options and added perks.
  • Last-Minute Changes: We offer quick-response support to adjust bookings and ensure teams can adapt to unexpected situations smoothly.

Emerging Trends in Outbound Travel

Q: What trends should teams be aware of when planning travel?

Aaron:

  • Flexible Cancellation Policies: Teams now prioritize flexible terms, which we actively negotiate into our contracts.
  • Health & Safety Standards: We vet hotels for cleanliness and safety to ensure a comfortable stay.
  • Personalized Experiences: Teams want more than just rooms—they need meeting spaces, meal plans, and group-friendly amenities, all of which we arrange.

Expert Advice for Teams

Q: What advice would you give groups planning their next trip?

Aaron:

  • Plan Early: The sooner you start, the better the rates and availability.
  • Communicate Clearly: Designate a travel lead and ensure all members are informed of deadlines and policies.
  • Understand Contract Terms: Read through cancellation policies and guarantees to avoid surprises.

The Booking Process

Q: How does the booking process work with Pellucid Travel?

Aaron:

  1. Consultation: We assess the group’s needs and preferences.
  2. Hotel Sourcing: We negotiate rates and perks with partner hotels.
  3. Contract Finalization: We secure flexible, team-friendly terms.
  4. Custom Booking Portal: We create an easy-to-use reservation system.
  5. Ongoing Support: We assist with any pre-trip or last-minute needs.

Technology & Support

Q: How does your technology enhance the travel experience?

Aaron: We build custom booking portals with real-time availability, streamlining reservations. Our support team is available for on-trip assistance, ensuring smooth travel. Plus, we maintain high data security standards to protect sensitive traveler information.

Real-World Impact

Q: Can you share an example of when Pellucid Travel made a big difference?

Aaron: Absolutely! A group had booked accommodations for a tournament in Maryland, but just 45 days before the event, it was relocated to Long Island. We immediately sourced new hotels, negotiated contracts, and seamlessly transferred all bookings—without cancellation fees or extra costs. The team attended their event stress-free, thanks to our rapid response and strong industry connections.

Budgeting & Hidden Costs

Q: What should teams budget for when planning travel?

Aaron: Key expenses include:

  • Hotel Costs: Room rates, taxes, and potential resort fees.
  • Meals & Per Diem: Whether meals are included or require separate budgeting.
  • Parking Fees & Surcharges: These can add up, especially in city-based events.
  • Cancellation Fees: Understanding policies upfront prevents unexpected costs.

Final Thoughts

Q: Why should teams choose Pellucid Travel for their outbound travel needs?

Aaron: We take the stress out of travel planning by offering tailored, cost-effective solutions that put teams first. We make sure every trip is seamless and successful. If you want expert travel management at no cost, Pellucid Travel is the way to go!

Traveling with a group, whether for a sports tournament, work event, or convention, can quickly become overwhelming. Between coordinating schedules, securing accommodations, and ensuring everyone stays together, the process can be stressful. Our team simplifies this experience by providing a custom booking link designed to make travel easy and hassle-free.

Using this booking link, you gain access to a hotel that has already been vetted and selected specifically for your group. This means you don’t have to waste time searching for accommodations that fit your needs. More importantly, it guarantees access to discounted rates and exclusive perks like free breakfast or parking—benefits that have been negotiated just for your team or organization!

Another major advantage of booking through the link is ensuring that your entire group stays in the same hotel. Traveling with a youth sports team, a corporate group, or colleagues, being in the same location makes it easier to coordinate schedules, attend events, and enjoy group activities without the stress of being spread out across multiple hotels.

With our link, booking is simple. Just click, browse your hotel options, and use our interactive map to see the exact distance from your event location. This makes it easy to choose the most convenient stay for your group without any guesswork.

Travel doesn’t always go as planned, and that’s why having support matters. If something unexpected happens—whether it’s a delayed flight, a last-minute change, or a mix-up with a reservation—Pellucid Travel’s team is available to assist. Instead of handling issues on your own, you have a dedicated support team ready to help, making your trip smoother.

One of the biggest concerns with group travel is the risk of event cancellations. If your event gets canceled, you won’t be left scrambling to recover your money. Pellucid Travel has established relationships with hotels, ensuring you will not need to pay for any unused rooms. We work to protect your investment, giving you peace of mind when booking.

Some events, especially sports tournaments and large conferences, have specific hotel requirements for participants. Booking through the Pellucid Travel link ensures that you meet those requirements, avoiding any confusion, penalties, or added stress down the line.

Using the provided booking link is simple, convenient, and ensures an easy travel experience. By taking just a few minutes to book your stay through Pellucid Travel, you’ll lock in the best rates, enjoy valuable perks, and eliminate the common headaches that come with travel. Whether heading to a championship game or an important business event, our team ensures your accommodations are the least of your worries.

In the world of tournaments, having the right system in place is essential for a successful event. One strategy that many organizers implement is the Stay-to-Play policy. While there may be some misconceptions about this policy, we’re here to set the record straight! This approach not only simplifies planning but also offers a range of benefits for both organizers and guests attending the tournament.

 

What is a Stay-to-Play Policy?

A Stay-to-Play policy requires teams and participants to book their accommodations through designated hotels or lodging options set by the tournament organizers. This practice ensures that all guests stay in specific properties that are often chosen for their proximity to the event venues, discounts provided for guests and their ability to provide adequate amenities for teams and families.

Benefits for Tournament Organizers

  1. Streamlined Logistics:
    • By directing guests to select hotels, organizers can streamline logistics, making it easier to manage large groups. This centralized approach can help with scheduling transportation and coordinating activities.
  2. Guaranteed Room Blocks:
    • Organizers can secure room blocks at preferred rates, ensuring that there are enough accommodations for participants and their families. This helps prevent the common issue of overbooking or last-minute scrambling for lodging.
  3. Increased Revenue:
    • Many hotels offer incentives to tournament organizers for booking a certain number of rooms. These incentives can include financial benefits that can be reinvested into future events, enhancing the overall experience.
  4. Enhanced Experience for Participants:
    • Staying in close proximity to the event venue means less travel time for participants and more time to focus on their performance. It also fosters a sense of camaraderie among teams, as they can easily gather for meals and social activities.
  5. Data Collection:
    • By managing accommodations, organizers can collect valuable data on attendees, helping them understand demographics and preferences for future events. This information can be beneficial for planning and marketing future tournaments.

Benefits for Guests

  1. Convenience:
    • Guests benefit from the convenience of staying in hotels that are familiar with the needs of sports teams. Many of these accommodations offer amenities such as team breakfast options, shuttle services, and flexible check-in/out times, catering specifically to the needs of athletes.
  2. Cost Savings:
    • The designated hotels typically offer discounted rates for tournament participants, making it more affordable for families traveling to support their teams. Additionally, by staying in one location, guests can save on transportation costs.
  3. Cancellation Policy:
    • Through Pellucid Travel, we provide a top tier cancellation policy for stay-to-play guests. This policy offers a refund for cancellations if the tournament is called off for various reasons, including weather, force majeure, or relocation
  4. Improved Experience:
    • By booking through the tournament’s recommended hotels, guests can enjoy a hassle-free experience with built-in support services. Hotel staff trained to accommodate sports teams can assist with any special requests, ensuring a pleasant stay.
  5. Community Atmosphere:
    • Staying in the same hotel as fellow participants creates a sense of community and excitement. Guests can bond over shared experiences, fostering friendships that can last long after the tournament ends.
  6. Access to Local Attractions:
    • Many tournament-hosting hotels are located near popular local attractions. This allows guests to extend their stay and enjoy exploring the area, benefiting from recommendations and concierge services provided by the hotel.

Conclusion

The Stay-to-Play policy represents a win-win scenario for both tournament organizers and participants. By fostering convenience and ensuring a streamlined experience, this approach not only enhances the overall event but also builds a supportive community among teams and their families. At Pellucid Travel, we understand the importance of effective travel logistics for successful tournaments and are dedicated to helping organizers and guests navigate these policies seamlessly. By collaborating closely with tournament planners and local accommodations, we strive to create memorable experiences for everyone involved.

 

Looking to invest in your Stay to Play needs? Connect with our team!