When planning travel for tournaments, conventions, or group events, every detail counts, and as an organizer, your responsibility extends beyond lodging and logistics. While Pellucid’s hotel contracts already offer teams certain protections for weather-related issues and unforeseen circumstances, individual travel insurance fills in the gaps, ensuring attendees are covered from every angle.

Protecting Each Traveler’s Investment

Your athletes, families, and event attendees commit significant time and money to participate. The travel insurance offered through Pellucid is designed specifically for individuals attending our events, not for tournament directors or group team bookings. This coverage helps protect their personal investments when unexpected disruptions occur.

Recent events have highlighted the importance of this matter. In November 2025, Sonder Holdings, a hotel brand formerly partnered with Marriott, filed for Chapter 7 bankruptcy with almost no notice, leaving travelers displaced and scrambling for solutions. At the same time, new FAA mandates forced nationwide flight reductions and cancellations, stranding travelers across major airports. Situations like these are unpredictable, but individual insurance ensures your attendees aren’t left absorbing those costs.

Peace of Mind for the Travelers You Serve

Whether your event attracts hundreds of participants or a few dedicated families, having attendees protected through their own policy removes unnecessary stress from you. When disruptions hit, insurance provides reimbursement, alternative arrangements, and support, allowing you and your travelers to stay focused on the event rather than crisis management.

Health and Safety Protection

Accidents or illness can happen at any time, even before the trip begins. If a player is injured or becomes sick and can no longer attend the event, individual travel insurance can reimburse their non-refundable travel costs. And if a medical issue occurs during travel, coverage can support urgent care, emergency treatment, and necessary transportation. For youth athletes and families, this added protection provides peace of mind from start to finish.

Common Perks of Travel Insurance Plans

 

Coverage varies based on the plan selected. Travelers should review their policy details to understand specific benefits, limits, and exclusions.

  • Trip Cancellation Coverage
    Reimburses non-refundable expenses if a traveler must cancel due to illness, injury, or other covered reasons.

  • Trip Interruption Protection
    Covers unused trip portions and additional expenses if a trip is cut short unexpectedly.

  • Trip Delay Benefits
    Provides reimbursement for meals, lodging, and transportation if delays extend beyond a set number of hours.

  • Baggage Loss or Delay Coverage
    Reimburses for lost, damaged, or delayed luggage and essential items.

  • Emergency Medical Coverage
    Helps pay for urgent medical treatment during travel, including doctor visits and hospital care.

  • Emergency Medical Evacuation
    Covers transportation to the nearest appropriate medical facility when necessary.

  • Accident or Injury Protection
    Offers reimbursement if an attendee becomes injured before travel and can no longer participate.

  • Assistance Services
    Includes support for rebooking flights, arranging medical care, coordinating transportation, and more.

  • Change Fee Coverage
    Reimburses airline or travel provider fees for itinerary changes in certain covered situations.

  • Weather-Related Protection
    Covers cancellations, delays, or additional costs caused by severe weather or natural disasters.

  • Lost Travel Documents Assistance
    Support with replacing passports, IDs, or essential documentation while traveling.

 

Why We Strongly Recommend It

We’ve seen firsthand how the right protection can turn a potential crisis into a manageable inconvenience. From hotel closures and flight cancellations to sudden weather events and medical issues, travel insurance protects attendees from taking on the unexpected alone, while giving organizers fewer emergencies to troubleshoot.

For individuals attending your events, this small investment provides significant protection in an uncertain world. It secures their trip, strengthens the overall event experience, and ensures everyone arrives prepared, supported, and stress-free.

Our team of experts is more than happy to help find plans perfect for each attendee. Get more information on travel insurance 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.



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!







Airports are bustling hubs of activity, connecting people from all corners of the globe and serving as gateways to new adventures. Behind their operational efficiency and streamlined design, there are some intriguing and entertaining facts that make airports even more fascinating. Let's take a look at five fun facts about these remarkable transport facilities:

Airport Codes: The Three-Letter Wonders

  • Ever wondered why airports have unique three-letter codes? These codes, known as International Air Transport Association (IATA) codes, serve as quick and standardized identifiers for airports worldwide. However, the process of assigning codes isn't as random as it may seem. In most cases, the first letter of the code represents the city or location, while the second and third letters correspond to the airport itself. For instance, London Heathrow Airport is assigned the code "LHR," while Los Angeles International Airport goes by "LAX."

Hidden Gems: Secret Underground Tunnels

  • Did you know that some airports have hidden underground tunnels reserved for staff and essential operations? These intricate tunnels help airport employees navigate between terminals and various facilities discreetly. While you won't find these secret passages on any airport map, they play a crucial role in keeping the airport running smoothly without interrupting passenger flow.

A City Within a City: Airport Terminals

  • Large international airports can be sprawling complexes that feel like mini-cities. Take, for example, the Dubai International Airport, which covers an astounding area of 7,200 acres (approximately 2,900 hectares). In some of the world's busiest airports, you'll find everything from luxury hotels and shopping malls to museums and art galleries. These diverse offerings make layovers more enjoyable and turn airports into dynamic, multifunctional spaces.

The Perks of Being an Airport Wildlife Manager

  • Believe it or not, some airports employ wildlife managers to prevent animal interference on the runways and surrounding areas. These dedicated professionals use various methods to keep wildlife at bay, such as employing trained dogs to scare off birds, using wildlife-friendly vegetation, and implementing noise deterrents. By ensuring the safety of both passengers and wildlife, these managers contribute to the smooth functioning of airports.

The World's Shortest Commercial Flight

  • In the Orkney Islands of Scotland, you'll find one of the shortest commercial flights in the world. The route between Westray and Papa Westray takes a mere 1.7 miles (approximately 2.7 kilometers) and lasts just around 1 minute! Operated by Loganair, this tiny hop is more of a tourist attraction than a practical means of travel, but it holds the official record for the shortest scheduled flight.

Next time you find yourself traveling to a tournament remember the fun can start at the Airport! From hidden tunnels to record-breaking flights, airports are filled with fascinating secrets waiting to be discovered.



Heading to a new tournament can be quite the rush for teams. While everyone is caught up in the excitement, one crucial aspect of planning team travel often gets pushed to the last minute—booking accommodations. Here are 5 reasons we emphasize the importance of securing your rooms as soon as the booking link becomes available for sports travel.

Stay Ahead of the Game:

1.  When it comes to sports travel, the early bird gets the worm—or, in this case, the best hotel rooms. Popular events attract large groups/teams from all over the world, resulting in high demand for accommodations. By booking your rooms as soon as the booking link is released, you secure the advantage of choosing from a wider range of options. Waiting until the last minute could leave you with limited choices, potentially compromising your comfort, location preferences, and even your budget.

Ideal Location and Convenience:

2.  Proximity to the facility is a crucial factor to consider when booking accommodations for sports travel. Opting for a hotel within close proximity to your destination eliminates the stress and logistical challenges of commuting long distances on game day. Booking earlier also ensures you are able to stay with your entire team, if you wait and the booking block fills up you may not be able to get a room at the hotel where your whole crew is at. Additionally, staying nearby allows you to soak up the pre and post-game atmosphere, explore local dining and entertainment options, and fully immerse yourself in the sporting event experience. 

Competitive Pricing and Discounts:

3.  Another compelling reason to secure your accommodations early is the potential to capitalize on competitive pricing and exclusive discounts. We, at Pellucid Travel, work tirelessly trying to get the best rate possible for our groups. By taking advantage of this, you can secure rooms at more affordable rates, potentially saving you money that can be used for other aspects of your sports travel adventure. Waiting too long to book can end up leaving you with options above budget at other hotels because the booking block has filled up.  

Peace of Mind and Stress-Free Planning:

4.  Booking your rooms well in advance provides peace of mind and ensures a stress-free planning process. Knowing that your accommodations are confirmed allows you to focus on other aspects of your trip, such as transportation, sightseeing, and making the most of your time at the event. By avoiding the last-minute scramble for accommodations, you can approach your sports travel experience with a calm and organized mindset, enhancing the overall enjoyment of your trip. 

Flexibility and Cancellation Policies:

5.  While it's essential to book your accommodations early, it's also prudent to consider the flexibility and cancellation policies offered by the hotel. If the tournament/event cancels, Pellucid Travel has you protected when booked through us. When canceling or changing reservations you are able to do so up until the cut-off date through us. Unforeseen circumstances can arise, leading to the need for changes or cancellations. By carefully reviewing the terms and conditions at the time of booking, you can ensure that you have the flexibility to modify your reservation or receive a refund if necessary.

By securing your accommodations as soon as the booking link becomes available, you gain a competitive edge, enjoy a wider range of choices, and benefit from potential cost savings. So, mark your calendars, set up alerts, and be ready to pounce when the booking link is released. With your rooms secured, you can focus on what truly matters—experiencing the magic of sports travel to the fullest!



When you make a reservation at a hotel through Pellucid Travel, it is common practice for the hotel to require a deposit to secure the booking during an event. This deposit is typically a portion of the total cost of your stay, and it is included in the advertised rate that you see when making the reservation. The purpose of the deposit is to ensure that the hotel has a guarantee and to discourage no-shows or cancellations. Your deposit can vary depending on the event you are attending as well.  

When you arrive at the hotel, the remaining balance of your room rate should be charged to your credit card or paid in cash. This remaining balance should be the advertised room rate minus the per-night deposit that you already paid. Typically it does not show the deposit on your hotel receipt which is where a lot of confusion stems from.  As long as the math is correct you are good to go. Also, this deposit is a separate charge from the servicing/processing fee. It is important to know that the deposit can be refunded only before your booking cutoff. However, in some cases, you may find that the room rate charged at the hotel is not the remaining room rate that you were expecting. This could be due to a mistake by the hotel, a miscommunication, or some other reason. 

If you do encounter this situation, it's important to reach out to the hotel staff and ask for an explanation. If you are not satisfied with their response, or if you feel that you have been unfairly charged, in the case of Pellucid Travel, you can email info@pellucidtravel.com and our team will be happy to assist you in resolving the issue. Our goal is to ensure that you have a smooth and enjoyable travel experience, and we are always here to help if you encounter any problems along the way.

 

Check out our FAQS for any other questions!



In recent months our team has been crushing it with conventions. Pellucid Travel will be wrapping up our fourth convention this year at the end of February! So you can say we are becoming experts. After attending United Soccer Coaches Convention, Laxcon, and Sunshine Sports Council Think Tank, our team has prepared some pointers for those heading to a convention and who are unsure of what to expect.

Tip 1: Plan your trip ahead of time!

Plan ahead as much as possible, this means setting up your travel accommodations and planning with your team. Do you need any collateral to bring, what is your goal when meeting with others, who do you want to see there, and setting up any marketing material ahead of time.

Tip 2: Buying a booth is not always necessary.

Our team has found that it can actually be beneficial to forgo the booth and walk the floor the whole time handing out cards and chatting with others. This way you saved some $$ and get to talk with more like-minded people.

Tip 3: Attend a social hour.

After attendees walk the floor and finish for the day you can often find them in a more casual setting like a happy hour or grabbing food where conversation can be more relaxed. You would be surprised at how many great conversations and even partnerships come out of these social gatherings. It takes the edge off being in this type of setting while still being professional.

Tip 4: Announce your attendance online!

Before any show, we like to announce that our team members will be in attendance on social media. Now people can make appointments ahead of time, you can reach your goal quicker, and it gives you a schedule when people do make appointments.

When heading to a convention it is always best to be prepared and work it well. Never forget to have fun in between though, a lot of the multiple-day conventions will put on exciting activities for everyone, and it’s a great way to amplify your experience. If you found these tips useful share them with someone you know who is getting ready to head to a convention!

 

 

On this version of Tournament Talk, we chat with our very own team members Jason, Kelly, and Dave. You can expect pro travel tips from each of our experts to send you off into a successful travel season. This information is something you do not want to miss out on. Watch below!