[Mr V]

There is no one single best procedure because it varies depending on your district policies and the teams financials.

So #1 is to find out all applicabile district policies.

For example I know of two districts that require the travel to be by district vehicle. One the cost of the bus and the district van that carries the robot and pit supplies is covered by the district and another than charges that takes the money out of the team's school account. Some require that that they make the arrangements and pay for the accommodations but require reimbursement for the costs. Some I know will cover the cost of the Coaches hotel room.

If they will allow transport by private car what are the requirements, background check, finger printing, proof of insurance ect.

Do you have the budget to cover some are all of the cost of the travel? Some teams do cover a portion or all of the travel expenses if the student meets certain requirements. Others require students to pay expenses but have hardship grants available to make certain that the students who cant afford are still able to attend. Note this is usually done as a "see me" and kept 100% private from other students.

Do you have a "Team Mom" or other person who wants to help out but is not an engineering mentor. In my former team before we had a booster club we had a Team Mom who made the arrangements, found and reserved hotel rooms, made sure the drivers met school policies, assigned students to cars, assigned students to chaperones, gathered orders for the boxed lunches, arranged for teams dinners ect. Once we had a booster club the booster club made the arrangements, paid the bills, collected monies ect with the various things being shared by the various members of the booster club leadership.