Planning Student Trips

1
Planning Student Trips
2
Protocol

• Getting Approval
• Fill out Travel Planner
• Review by Travel Committee
• Financial Expenditure Forms
• Travel Contingency Fund
• Cancel Trips

3
Trip Checking Procedure

• Determine the number of participants
• Communicate with your advisor
• Establish a pre-meeting
• Secure lodging
• Complete request for funds
• Secure Transportation
• Code of Conduct form
• Vehicle Form
• Waiver Form

4
Priorities

• Active Members
• MCC Students
• Faculty Staff
• Guests

5
Travel Information Packet

• Date
• Trip title
• Pre-trip meeting
• Organization Sponsoring
• Club Office
• Advisor(s)
• Date of Trip
• Destination
• Purpose
• Refundable
• Payment Deadline

6
Transportation

• Van/Truck
• Car
• Bus 3,000.00
• Airlines
• Train
• Package Trip

7
Lodging

• Place________________________________________
• Address______________________________________
• City/zip_____________ phone___________________
• Single room
• _2__rooms x __120__per night x __3_nights
  720.00
• Quad room
• __2_rooms x __140__per night x __3_night
  840.00
• Parking _____________ Total/taxes
  1560.00

8

• Registration Fee
• __________ Students x ______
  Total
• __________ Advisor x ______
  
• Tours/Tickets
• _____15_____ Students x ___10_
  Total 150.00
• __________ Advisor x ______
  
• Miscellaneous Fees
• __________ Students x ______
  Total
• __________ Advisor x ______
  
• Advisors Per-diem
• ____1______ Advisor ____25.___ per day _2__days
  ____50.00_
• Total___200.00_

9

• Student Association Budget
  _2,000.00
• Student Association Funds
  ________
• Private Account
  ___500.00
• Individual Participants Contributions
  __2,260.00
• Other
  __________
• Total Cost of Trip
  _4,760.00
• Each participant would pay 150.00 to go on the
  trip. Based on 15 students

10

• Number of participants anticipated _____15___.
• Amount of deposit per person ____75.00. Total
  amount due (per person) by deadline date
  ____150.67_

11

• Payment procedure
• Credit Cards
• Code of Conduct
• Waivers
• Role of the Advisor
• What if the trip is cancelled
• Travel Agreement
• Evaluation forms