Industry Confidential V6 I3
Check in every issue for the unfiltered thoughts of our guest writers and contributors as they discuss the hottest topics in sports tourism.
In this issue, our guest writer explores how to select the ideal travel tech partner.
Choosing a travel-tech partner in sports tourism is a lot like selecting a quarterback for a team you’ve never seen play. The marketplace is crowded with companies offering booking platforms, data dashboards, and seamless integration, all claiming to simplify the housing process for teams, parents, and spectators. Yet when you strip away the marketing, most platforms deliver the same core services. The fundamental differences lie in relationships, transparency, and the quality of service.
Every company can promise the basics. Contracting, booking portals, pickup tracking, and analytics. Some offer integrations with registration systems or scheduling tools. But choosing a provider based only on features is like comparing teams that all run the same plays. What matters is how those plays are executed when the tournament weekend begins and the pressure is on.
Relationships still produce the best results. Two companies might have identical technology, but the one with direct relationships with hotels, CVBs, and destination partners will often deliver better rates, faster responses, and more flexibility when things go sideways. In sports tourism, genuine human relationships frequently prove more valuable than the most sophisticated software interface.
Contract transparency is equally important. The fine print around commissions, rebates, attrition, and cancellations can make or break an event’s bottom line. Event directors should always ask who controls the master account, when rebates are paid, and whether they have audit rights. The structure of these agreements determines whether the partnership will feel collaborative or transactional in nature.
The booking experience also matters more than most realize. If the process requires parents or team managers to navigate too many clicks, redirects, or passwords, bookings can get lost. A strong system must make it effortless for families to reserve, modify, and confirm rooms in a single, seamless flow. Convenience directly translates into higher pickup rates and happier participants.
Local knowledge often separates good partners from great ones. Technology can’t solve every on-site problem, such as overbooked rooms, early arrivals, or late checkouts. Companies with established local relationships and hands-on support staff can resolve issues quickly, keeping teams satisfied and events on track.
Data, meanwhile, only has value when it’s used well. Event directors need partners who not only interpret information but also deliver actionable insights. Insight into booking trends, compression patterns, and attendee behaviors can help improve next year’s event and strengthen relationships with host destinations.
The selection process should be structured and transparent. A clear RFP with defined pickup data, expected deliverables, and measurable service standards ensures an even playing field. The most important question isn’t which company has the flashiest platform; it’s who delivers the best net rate after all commissions and fees are factored in.
Collaboration with local tourism offices can further reduce costs and add value to the experience. CVBs may offer citywide agreements, marketing funds, or performance incentives that enhance the overall housing package. Event organizers who engage both parties (technology providers and destinations) tend to achieve the best results.
Turnover is common in this space. Many organizations switch travel partners every few years, often due to service issues, unclear fees, or lack of flexibility. Technology itself rarely fails; it is people and processes that usually do. The most successful partnerships are built on responsiveness, honesty, and a shared understanding of goals.
Sports tourism thrives on relationships, and the same principle applies when selecting a travel-tech partner. Technology should make operations easier, but it’s the human side (the communication, the adaptability, the trust) that ultimately determines success.
The right partner delivers more than a platform. They show up when challenges arise, negotiate better rates, protect your bottom line, and make your event look seamless from the outside. In a world full of similar systems, that level of service is what truly sets a company apart.