Overview
The Grand Slam Tokyo 2017 is a premier tennis event that attracts athletes, coaches, officials and supporters from around the world. To streamline the logistics for participants, the tournament committee has created a dedicated Travel Arrangements Application Form. This form consolidates flight, accommodation, and local transportation requests, enabling the organizing team to negotiate group rates, secure airport transfers, and allocate official hotel rooms efficiently.
All players entered in the main draw, their coaches, and accredited officials are required to complete the application no later than 15May2017. The deadline ensures that travel itineraries can be finalized in time for the inaugural match on 20May2017.
Who Must Complete the Form?
- Singles and Doubles Players Every player listed in the official entry list.
- Coaches and Personal Trainers One accompanying staff member per player is allowed to submit a request.
- Tournament Officials Referees, line judges, and ITF staff.
- Media Representatives Only if they have been granted official accreditation.
Spectators, family members and nonaccredited guests are not required to use the form; they must arrange travel independently.
Application Form Structure
The form is divided into five sections. Below is a brief description of each, along with the information that must be supplied.
| Section | Required Information |
|---|---|
| 1. Personal Details | Full name (as on passport), nationality, date of birth, passport number, contact phone, email address. |
| 2. Tournament Role | Player / Coach / Official / Media. Provide ranking (if player) or accreditation number (if official/media). |
| 3. Flight Preferences | Preferred airline (if any), departure city, earliest and latest acceptable departure dates, return date, special assistance (wheelchair, dietary, etc.). |
| 4. Accommodation | Choice of official hotel (list provided), room type (single, double, twin), bedding preference, any allergies. |
| 5. Local Transportation | Request for airporthotel shuttle, daily shuttle to venue, or private car service. |
The form can be completed online via the tournaments secure portal or downloaded as a PDF, filled out manually and scanned back.
Submission Process
- Access the Portal Go to https://grandslam.tokyo2017.org/travel and log in with the credentials supplied in your accreditation email.
- Complete All Sections The system validates each field; incomplete sections will prevent final submission.
- Upload Supporting Documents Attach a clear copy of the passport biopage and, for officials, a copy of the accreditation badge.
- Review & Confirm A summary page appears. Verify dates, flight numbers (if preselected), and hotel selections.
- Submit Click the Submit Application button. You will receive an automatic acknowledgment email within 5 minutes.
- Followup The travel coordination team will review requests and reply with confirmed itineraries no later than 31May2017.
Frequently Asked Questions
Q1: What if I miss the 15May deadline?
Late applications will be considered on a besteffort basis. Group flight discounts and official hotel blocks may no longer be available, and you may be charged the prevailing market rate.
Q2: Can I request a different hotel?
The tournament has contracted three partner hotels for official accommodation. If you have a compelling reason to stay elsewhere (e.g., medical treatment), you must obtain written approval from the Travel Coordination Committee.
Q3: Are meals included?
Breakfast is provided at the official hotels. Other meals are not covered by the travel arrangement programme, but discounted restaurant vouchers will be available at the venue.
Q4: How will luggage be handled?
All checked luggage will be transferred directly between the airport and the assigned hotel. If you have oversized equipment (e.g., tennis rackets), indicate this in the Special Assistance field; the airline will be notified.
Q5: Who do I contact for special assistance?
For wheelchair access, visual impairment support, or dietary restrictions, include detailed information in the form. The coordination team will liaise with airlines, hotels and venue staff to ensure accommodations.
