National Collegiate Athletic Association

The NCAA News - News and Features

February 24, 1997

Worldtek designs plan to make championships travel much easier

NCAA championships travel during March always presents Worldtek Travel, the NCAA official travel agency, with its toughest challenges as it works to deliver first-class service to NCAA travelers.

In order to meet these challenges, Worldtek has devised a program intended to save Association members a great deal of time and inconvenience.

This past year has brought many changes in the airline industry. Electronic ticketing is available, and Worldtek will use this avenue for ticketing in place of airline prepaids as often as possible.

There also is a heightened awareness of safety and security in the transportation community. Because of these changes, all airlines require that every passenger carry photo identification -- whether on a charter or commercial airline -- or risk being denied boarding.

Even though institutions participating in the Division I Men's and Women's Basketball Championships are not officially known until the announcement date (March 9), many institutions have a reasonable idea ahead of time that they may be selected. If an institution feels it has a strong possibility of being selected, the institution can assist Worldtek in the following ways:

1. Prior to the announcement date, team administrators should prepare a list of individuals most likely to be included in the traveling party. Players, coaches, band members, cheerleaders and mascot must be included in the official travel party. These names may be changed at any time. Please indicate whether the individual in the traveling party is a player, coach, athletics administrator, cheerleader, band member, faculty, alumnus, or other.

2. Administrators should review, with members of the traveling party, alternatives should they have to be split up due to airline or charter availability; some may be traveling two days prior to the game, others one day prior to or on the day of the game. Administrators should indicate how the party would be divided.

3. Administrators should fax those names and possible configurations to the Worldtek/NCAA Travel Service (fax number 203/865-2034 or 203/777-1483).

Even though a school may have communicated its request prior to March 9, administrators must reconfirm these requests on Selection Sunday, as soon as official notice of the selection is received. Administrators can reconfirm by calling the NCAA Travel Service (800/243-1800, 800/243-1723 or at 203/772-0470). Administrators should not wait to call.

As a rule, airlines will not hold group reservations without individual names, but the procedures discussed above will enable Worldtek to provide better service to the selected institutions.

Institutions planning to utilize charters also would benefit by calling early. In general, most charter airlines will not respond and confirm charter times and rates until Monday, March 10, due to their heavy workload organizing a charter. Each institution will be contacted by the NCAA Travel Service as soon as these rates become available. A charter flight option depends on the commercial services available, charter cost and availability.

The NCAA has final approval of any charter that is part of the NCAA travel guarantee. Often, charter airlines and the institutions must have some flexibility until game times are announced on the Monday after Selection Sunday. Advertising of NCAA charters in such media as college newsletters, periodicals or college radio stations is permitted. Mass-media advertising is not permitted for charters provided by the NCAA travel guarantee.

During the basketball championships, the institutions' return flights are subject to change based on the outcome of the games. Travel administrators should be prepared to split their travel party and take alternate commercial flights. Charter flights, in most instances, do not offer the flexibility for time changes on return flights without substantial cancellation or change fees.

Questions regarding these procedures should be directed to Karen LaRose or Shelley Mongillo at Worldtek (800/243-1800), or Keith E. Martin at the NCAA national office (913/339-1906, extension 7435).