Media production travel logistics for Women's Football 2025
Successes from the event
staff supported
cities
room nights
The summer spectacle of women’s football
During the Summer of 2025, Gravity Media’s technical teams, representing four different countries, were deployed across eight Swiss cities to deliver live broadcast coverage of women's football.
Their crews faced a demanding schedule that required mobility and rapid response to change. Travel Places acted as their behind-the-scenes logistics partner, managing flights and hotel arrangements for close to 200 crew throughout the month-long tournament. Our role was to ensure that the production teams could move efficiently between venues, rest comfortably, and stay focused on delivering world-class coverage.
Travel Places offered exemplary support from the very start, clearly listening and understanding our requirements. Their knowledge and experience of highly complex events, particularly in the sports broadcast industry, was evident from the start and invaluable to us throughout the process.
Junior Production Manager, Gravity Media
Managing Complex Flight Logistics
Flight logistics for this event were particularly complex. With Gravity Media crews departing from various regional UK airports on staggered travel dates, we arranged a mix of individual and group bookings to accommodate frequent schedule changes.
Leveraging our strong airline partnerships, Gravity Media had the flexibility to amend group booking names up to five days before departure, which meant they could easily adapt to any last-minute crew adjustments.
One of the more intricate processes for media teams travelling is ATA Carnet processing. Thanks to our longstanding relationship with British Airways, we arranged for their check-in desks to open early at 4:15am, giving the EMG team ample time to have their media equipment stamped and cleared through customs.
With their team booked onto the first flight of the day, this early access not only ensured a smooth customs experience but also gave them time to relax and enjoy a well-earned morning brew before takeoff.
We had nearly a hundred return flights to organise and Eric and the team were invaluable in researching, quoting and booking these, ensuring our team were able to get from A to B.
Junior Production Manager, Gravity Media
Accomodation
Accommodation planning was equally tailored to the realities of live broadcasting. We booked a total of 3,003 hotel room nights, selecting properties based on proximity to stadiums, parking availability for hire vehicles, flexible booking policies, and breakfast options (extra important when you're on the move all day).
With many crew members working long hours, we arranged early check-ins, pre-prepared keycards, and ensured enough hotel staff were available to streamline arrivals. We served as the single point of contact between Gravity Media and hotel teams, ensuring smooth communication, quick problem-solving and most importantly, leaving the production staff able to focus on their work.
Live broadcasting often brings last-minute changes, and we provided daily support to accommodate urgent staff relocations and additional room requirements, including those needed for the opening ceremony. Every detail was managed to minimise disruption and keep the production teams moving.
Melissa, Hannah and the team thoroughly researched the hotel options available to us and ensured suitability for our requirements. With almost 200 crew members on varying schedules and with over 3000 hotel nights in total, Travel Places' attention to detail was essential for our planning.
Junior Production Manager, Gravity Media
