Athletics Travel

Group/Athletics Travel is defined as 10 or more travelers on the same flights, hotel room blocks of 10 or more, or bus to and from the same destinations for the same event or occasion. There is often one travel arranger using one payment method.

It is recommended to book one-off recruit and individual bookings using Concur. However, the athletic advisors can assist with one-off recruiting bookings or rare individual travel associated with athletics on an as-needed basis.

Contact Information for Athletics/Group Travel

Travel arrangers should make initial contact with the group/athletics travel team by following the process below. However, once initial contact has been made, the following contact information can be used:

• Business Hours: 8:00 AM to 7:00 PM EST
• Phone: 866-371-3580
• Email: universitygroups@cbtravel.com

The phone line provided above routes to the after-hours team outside of normal business hours. Callers will be prompted to hold for the next available advisor. Hold times can vary due to factors such as weather and major disruptions. 

Calling any agents direct line will not route to another individual when that agent is not available. 

Process

1. Submit an Ohio University Athletics Request Form for group air, hotel contracts, or ground transportation.
2. An agent will contact you within 24 hours to begin working on your travel arrangement together.
   1. Once the agent has made contact with you, you may work directly with that travel agent to provide your team’s information.
3. Once the agent has confirmed that they have all the necessary information about the trip or season, the agent will discuss all your travel options with you.
   1. Please be advised that completion of these quotes could vary depending on the complexity of the request and obtaining this documentation from other 3^rd party vendors.
4. CBT will work directly with the Purchasing Contracts team at Ohio University to complete any contracts that are needed for your trip and route the contracts to your vendors for counter-signatures. 
5. CBT will work with the vendors to complete payment using the OU CTA card. No other form of payment will be used for group travel bookings unless there is an extenuating circumstance that prevents it.

Information Needed for Group Booking Request Form

The following information should be readily available when filling out the Group Booking Request form:

• Team/Sport – Provide the team or sport to be booked.
  • Enter Contact Details – This should be the individual that will be working directly with the CBT agent.
  • Add Group Logistics – Number of travelers, departure city, and any services requested, etc.
  • Add the Details – This is anything such as dates, booking/fare class, and anything else you need the advisor to know.
  • Additional Information – This is where you can let the agent know if you are needing to book one event, multiple, or a whole season. 
    • Once the advisor is assigned, you may send a spreadsheet to them if you hae an entire season or more than one set of dates to be researched. 
    • Notate in this field that you will send a spreadsheet upon contact.