Frequently asked questions

The earlier the better. Group flights, hotels and fixtures are easiest to secure with 9 to 12 months of lead time, and a longer runway gives families more time to pay and fundraise. Shorter timelines are possible — talk to us and we'll tell you honestly what's achievable.

Coaches, athletic directors, school administrators, teachers, club directors and parents organizing travel on behalf of a team or school group. Sports team travel is our primary business; educational group travel is our secondary program.

We price all-inclusive and build the trip to your budget. A typical package covers group flights, ground transportation, accommodation, most meals, games and training, cultural activities, guides and on-trip support. Everything included is itemized in your proposal — no surprises or hidden expenses.

More than 30 destinations are available and many groups combine two or three. We often pair an iconic gateway city with a smaller town or stretch of countryside, which is usually the part travelers remember most.

This varies depending on the airline being flown. The earliest possible is generally about 6 weeks from the trip start date, but it can be as little as 3 weeks out.

All flight information is linked on your trip landing page on our website — contact us if you are not sure how to access this. If physical e-tickets have been issued by the airline, they will be grouped together in a folder. If your booking was made with just an e-ticket number or booking reference, you will find your details on the Flight Reservation Sheet.

When registering for the trip, you will have the option to book the full package or a ground-only option that does not include flights to the destination. You are then responsible for booking your own flight. If your schedule differs from the group's, you will need to arrange your own transportation to meet the group. To switch packages after registering, email groups@astravel.world as early as possible — any change is based on availability.

If you are paying by family or individual, payments are handled through our partner WeTravel. You can pay from the Pay Balance Due button in the email you receive from the organizer, or by signing in at wetravel.com and opening My Trips, then Manage Booking. If your group is paying together, contact your group organizer for details.

Yes. ActivSport Travel has historically run its own in-house fundraising program at no cost to your group — we pay for the prizes and materials. Participants also have access to direct contribution pages and receive 100% of the funds collected.

Cancellations must be submitted in writing by either email or mail. If multiple people are cancelling, please specify each participant cancelling. Fees and refunds are based on the receipt date.

Cancellation fees are computed on this schedule: a minimum fee of $300 including deposit; 25% from 76 to 150 days prior to departure; 50% from 46 to 75 days prior; and 100% at 45 days or less. For packages that include airfare, any airline fees associated with the change in plane tickets are the responsibility of the guest. See our terms and conditions for more information.

We recommend it. Travel insurance can cover trip cancellation for unexpected events, illness or injury abroad, early return home, lost or delayed luggage, damaged or stolen sports equipment, emergency medical evacuation, flight delays and a lost passport.