Cairn

Occasion guide

Keep team travel and equipment aligned with the tournament schedule

Once the tournament is booked, agree who travels together, who brings the shared equipment and where the team checks the latest official schedule. Keep those practical arrangements in one plan.

A checklist for the organizer

  • Confirm the official schedule with the tournament organiser.
  • Assign a named person to each item of shared equipment.
  • List travel groups, departure times and the agreed arrival point.
  • Agree meals around the participant schedule.
  • Name an on-site coordination contact and how to reach them.

Give shared equipment a named owner

Separate personal kit from equipment the team is sharing. For each shared item, write down who brings it, which travel group carries it and who checks it before the journey home. Confirm the handover if an item changes hands; a packing list alone does not show who currently has it.

A tournament trip outline to adapt

  1. Travel: each travel group follows its agreed departure and arrival arrangements.
  2. Team arrival: check in together at the agreed point and confirm the coordination contact.
  3. Official sessions: check participant times against the latest organiser information.
  4. Meals: agree who joins each meal and leave room for changes to the participant schedule.
  5. Equipment check: confirm each shared item and its return responsibility.
  6. Departure: confirm return travel groups and times before leaving.

Use the official schedule as the reference when adjusting this outline.

Agree who shares each travel or meal cost

Travel groups and meal attendance may differ. Agree who a shared ride or meal covers before anyone pays, and record changes when someone joins or leaves that part of the trip. Do not assume every participant shares every cost. Agree separately how any shared equipment purchase is paid for.

Keep tournament responsibilities with the organisers

This checklist covers general group logistics. Sport rules, participation requirements and safeguarding remain with the tournament organisers and the team's responsible adults. Use their current guidance and official schedule; a shared trip plan does not replace them.

Keep one plan the group can check

Cairn's manual friends' weekend demo shows an itinerary, dinner attendance and an illustrative expense split among the six dinner attendees. It is a fictional demonstration, not a team tournament trip or a created trip.

See a group plan in Cairn