Coach hire for sports teams and fans: how to organise the trip

How many seats you really need

Count everyone: players, coaches, club officials, helpers and, for youth teams, the parents travelling with the group. Collect confirmations early but allow a margin, because numbers often change at the last minute.

For small groups a minibus or midibus may be enough; for large squads or fan groups you need a full-size touring coach, or several vehicles. Remember that some seats may be taken up by bags and equipment.

Luggage and equipment

Sports trips involve more luggage than an ordinary outing. Before requesting a quote, make a list of what you will bring:

• personal bags and kit bags with uniforms and gear;
• balls, nets, cones and team equipment;
• banners, flags and drums for fan groups;
• any bulky or long items, which you should tell the company about.

The luggage hold has limited capacity and varies from vehicle to vehicle: tell the company the quantity and size so they can say whether it is enough or whether you need a larger vehicle. Bulky items must not be left in the aisle.

Timings, breaks and driving hours

Set the departure time based on the match or tournament schedule, leaving a margin for traffic, arrival, warm-up and the return. Also state the expected return time in your request.

The driver must respect driving and rest times: as a general EU rule, after a maximum of 4.5 hours of continuous driving a break of at least 45 minutes is required. On long routes, or if waiting and the return journey run late, a second driver or an overnight stop may be needed. It is best to discuss this with the company in advance.

Rules on board and group leader

The group is responsible for the behaviour of those travelling. It helps to share a few rules before departure:

• Alcohol: drinking on board is prohibited and the group is responsible.
• Respect for the vehicle: no litter on the seats, no muddy boots on upholstery and no damage to the interior; any damage may be charged.
• Safety: seat belts fastened and the aisle kept clear.

Appoint a group leader (club official or team manager) to act as the contact for the driver, check attendance and timings, and keep to the agreed schedule.

What to include in the quote request and the deposit

In the form, state the departure city, destination, date, outward and return times, number of people, amount of luggage and equipment, and any stops or long waits. For details on price and vehicle type, see the guides on costs and vehicles.

Many companies ask for a deposit to confirm the booking: the amount and terms are set by each company in its own quote. Always ask what is included (tolls, parking, waiting time) and which conditions apply if the match is postponed or cancelled.

Frequently asked questions