WGI Travel Guidelines

WGI Travel Guidelines


The chart below provides general information regarding arrivals and departures for WGI events. Most WGI events fall into these arrival/departure parameters. Those events with additional travel parameters will be listed on the WGI Preferred Airport List, by division. The WGI Preferred Airport List can be found on the Judge Dashboard, in the Contest Administrator Shared Folders, or by request of your Event Manager.


One Day Regional Event

Two Day Regional Event

World Championships

Arrival – Friday

Arrival – Friday

CG & Perc


Departure – any time on Sunday
(If you choose a return flight earlier than 6:00 AM on Sunday, WGI cannot guarantee you transportation to the airport.)

Departure – preferably after 6:30 pm on Sunday (unless you have been instructed differently)

Arrival – Wednesday
(times may vary and you will be notified of this in a timely manner)

Arrival – Friday
(times may vary and you will be notified of this in a timely manner)

The Event Partner is responsible for your transportation to/from the airport and to/from the event.

If you make alternate transportation arrangements, please notify the Lead Judge or Contest Administrator in a timely manner.

If you plan to arrive early or stay late please ensure you have personal transportation available. 

Departure – Anytime on Sunday

Departure – either after finals on Sunday or anytime on Monday


Airfare Restrictions

WGI asks that you find the cheapest flight possible both within your travel parameters and the scope of the event. (i.e. If you cannot depart until after 5 pm on Friday, then choose the cheapest fare that departs after 5 pm on Friday.) If your chosen flight is more than $60 over the cheapest fare, then you will be responsible for the additional cost. WGI uses the ITA Matrix Software and Southwest.com to determine the lowest cost airfare within your travel parameters.

Discount Carriers – WGI does not use discount carriers to determine lowest cost. If you wish to fly on a discount carrier such as Frontier, Spirit, or Allegiant (among others) please contact the WGI office for instructions. Depending on the lowest cost non-discount carrier airline, airfare restrictions may still apply.

Basic Economy – Domestic carriers American, Delta, JetBlue, and United (among others) utilize Basic Economy fares to compete with the discount carriers. WGI does not use this class of ticket to determine lowest cost airfare. These tickets are non-exchangeable (which means if for some reason you must change your flight, you lose all monies toward this type of ticket) and do not come with a seat assignment. And in most cases you are also not allowed anything beyond a personal item. A passenger with this ticket is the first to be bumped off a flight.


Concur, WGI’s travel liaison, is an online travel agency that works similar to a travel search engine. It searches for the lowest fares among all the airlines. 

All airline travel for WGI events should be booked via Concur. To utilize concur, you must have a WGI profile set up through their website. (Please contact your Event Manager if you need to set up a profile.)

For additional information about Concur, please read through the WGI Travel Information Power Point.

Mileage Reimbursement

  • Mileage reimbursement includes gas and parking fees (including hotel parking).
  • Toll payments will be reimbursed separately with appropriate receipts.
  • WGI will reimburse mileage using the IRS standard amount.
  • Total mileage reimbursement is not to exceed the lowest possible airfare for travel to the same destination.
  • All mileage reimbursements must be submitted to the WGI office within 60 days of the event date.
  • WGI reserves the right to refuse reimbursement if any of the above is not satisfied.

The current Mileage Form can be found on the Judge Dashboard, in the Contest Administrator Shared Folders, or by request of your Event Manager.


Car Rental Information

Individuals are permitted to rent a car and drive to the event if they choose not to drive their personal car. (In the event that you rent a car, you may select mileage reimbursement OR the car rental reimbursement, individuals may not submit for both.)

Additional Car Rental Information – including WGI preferred car rentals and insurance details.

Train Travel

If you wish to travel by train, please contact the WGI office for instructions.

Additional Info

WGI will notify each traveler when they may begin to book travel for WGI events. Individuals are required to finalize their travel no less than 45 days prior to the event.  It is the responsibility of the traveler to make their arrangements in a timely manner.  Travel arrangements for any assignment must be booked no later than 45 days in advance of the event or the Independent Contractor will forfeit the assignment.

All other travel expenses will only be reimbursed with expressed written permission from the Director of Color Guard, Director of Percussion, Director of Winds, or the Executive Director.

Airline tickets purchased by WGI remain the property of WGI and can only be used for approved events. Airline tickets used for unauthorized reasons will require full reimbursement to WGI.

Additional travel info may be found in the WGI Travel Information Power Point, referenced above and in the WGI Policy Manual.