3 Real-World Examples of Sports Teams Saving Money on Hotels with Engine
Three real-world examples of Engine saving sports teams money on hotels
Sports team travel is a budget stress test. You are booking a lot of rooms, the schedule is rarely final, and the people traveling are usually not the people doing the accounting. That is how costs creep in, teams pay higher retail rates, last-minute changes trigger cancellation penalties, and staff end up untangling receipts and confirmations after the trip instead of focusing on the next game.
The three examples below are all sports programs, and each one shows a different way teams can cut hotel costs with Engine. Two examples highlight direct dollar savings tied to hotel spend. The third highlights time saved each month managing sports team travel, which supports cost control by reducing manual work and preventing avoidable errors.
Example 1: Midland University, stopping budget leaks when plans change
Midland’s travel calendar meant change was normal. Schedules shift, tournaments extend, plans get updated after rooms are booked. That is where most team travel budgets get punished, not just with higher nightly rates, but with cancellations, modifications, and unused room nights that still get charged.
In their customer story, Midland reported $17,000 saved in one year, with $10,000+ tied to avoided cancellation and modification costs on trips where flexibility coverage was applied. They also highlighted a cleaner workflow using centralized billing so staff are not booking on personal cards and then dealing with reimbursement churn.
What teams can take from this example: if your schedule is volatile, the hotel rate is only part of the story. Protecting the budget when plans shift is where savings show up fast.
Example 2: Dakota Selects, lowering costs for families while keeping the team together
Youth programs have a different challenge. Families are booking, volunteers are coordinating, and the team still needs to stay together at the same hotels. Without a standardized process, you end up with scattered bookings, inconsistent rates, and a constant stream of questions from parents.
In their customer story, Dakota Selects reported close to $30,000 saved for families and around $8,000 saved on coaches and staff rooms over a few months. The key operational win was simplifying how travel is coordinated so families can book without confusion, while the program still keeps everyone aligned on the same hotels.
What teams can take from this example: when many people book separately, coordination becomes the savings strategy. The easier the workflow, the fewer mistakes, duplicates, and last-minute expensive options.
Example 3: Missouri Baptist University, saving 20 hours per month on sports team travel admin
Not every savings story looks like a single rate comparison. For sports teams booking frequently, time savings can translate into fewer booking errors, fewer duplicate reservations, and fewer costly clean-up issues.
Missouri Baptist University’s customer story focuses on the operational side of team travel, reporting 20 hours saved per month by streamlining the work around booking and managing team stays. That time savings matters because it compounds. When the process is cleaner, coaches and staff are not stuck piecing together confirmations, tracking changes, or cleaning up charges after the fact.
What teams can take from this example: even if your hotel costs are controlled, the admin load can still be a hidden budget line. Saving time helps keep travel repeatable across the season and reduces preventable spend.
What these three sports team examples have in common
- They treat hotel rates as a negotiated input, not a last-minute purchase
- They reduce the cost of volatility when schedules shift
- They reduce the admin load, which helps prevent mistakes that lead to extra charges
- They keep lodging coordinated so teams stay together and planning stays predictable
Three sports team case studies, three ways to cut hotel costs
All three examples are sports programs. Two show reported dollar savings tied to hotel spend, and one shows time saved each month managing team travel, which helps keep costs controlled by reducing manual work.
- Lower hotel rates as the baseline.
- Flexibility coverage on trips most likely to change.
- Centralized billing to reduce reimbursement churn.
- Standardized booking flow for families.
- Coordinated hotels to keep the team together.
- Less manual work for organizers each trip.
- Fewer manual steps to plan and manage stays.
- Less time spent tracking changes and confirmations.
- Cleaner workflow that reduces month-end clean up.
