Teacher & Party Leader Resources

Milestones

1. 12–18+ months until departure: contact your Sporta account manager and begin planning around objective, destination, dates and budget.
2. Get your trip approved by senior leadership: present your Sporta quote to the senior leaders who need to approve it.
3. 10–12 months until departure: advertise the trip to students through posters, a parents' evening or school social media. Send letters home and collect first deposits based on your quote.
4. Confirm your tour with us: confirm passenger numbers and we will send a booking confirmation and invoice outlining the need-to-knows. Pay the first deposits to confirm your tour.
5. 6–10 months until departure: confirm your itinerary with your account manager and operations exec. Request passport information from parents, complete our API form and begin any risk assessments.
6. Getting everything together: make sure all students have the correct visas and in-date passports for travel. Host a parents' evening to share trip information and answer questions.
7. 2–6 months until departure: finalise itinerary arrangements with your ops exec, collect dietary requirements and complete remaining risk assessments.
8. The finishing touches: order sports kit or branded clothing, host your final parents' evening and pay your final balance (10 weeks before departure).
9. 1–6 weeks until departure: complete your rooming list and send it to your operations exec. Receive your teachers' pack and have a pre-departure call. Fixture and training details arrive around 2 weeks before departure.
10. Departure day: the big day is here. Our team is on hand to support you every step of the way.

Getting started

Click the link in your portal invitation email and create a log-in. You can use it for this and all future trips. The portal is at portal.sportagroup.com, so bookmark it. Once logged in you will see three tabs: Members, Hotels and Users.

Method 1: invite parents and guardians

• Open the Users tab and select Invite User.
• Enter the parent or guardian's details and give them User access only. Manager access is for other staff who need the same privileges as you.
• They can then register a tour member and follow the prompts to add their child's details.
• If a passport is due for renewal, enter the current details and share the new passport with the group leader once received.

Method 2: add members yourself

Open the Members tab and follow the prompts to register a tour member. You will be asked for the student's passport number first so duplicates are not added.

Important

The email link times out. If you are logged out before adding details, sign in at portal.sportagroup.com with your user name and password. For queries or forgotten log-ins, email info@sportagroup.com and we will respond within 2 working days.

Sample message for parents

The PDF includes ready-to-send text explaining the portal, the one-time link, passport renewals, dietary information and the submission deadline, after which changes go through the school.

Steps

1. Open the Hotels tab to see each hotel with stay dates and board type.
2. Select a hotel and check the group size summary on the left. If anything is wrong, email your Sporta ops contact.
3. Click Allocate next to a room. You get one box per bed, so a triple has 3 and a twin has 2.
4. Choose names from the list, click Submit and check it has saved, then move to the next room.
5. Use Total Capacity at the bottom of the screen to check no rooms are missing.

Useful info

• A person can only be in one room. Allocating them again removes them from their previous room.
• Dietary information added on the Party Details page is included automatically when Sporta downloads your rooming list.