Logistics & Packing

Before your trip, be sure you talk to the travel sponsor and that you have all the information you need. You'll want to have or know the following:

Detailed itinerary for your trip
Your Student Travel Card
Contact information for the chaperone (and be sure they have yours)
ID (if you're flying, you'll need your driver's license or a passport; your driver's license must be REAL ID-compliant to use it at the airport)
Expected weather at the destination, and appropriate clothing to bring
Any expectations for the event or destination
Health insurance card (in case of emergencies)

Medical Conditions

While it's not required, you may want to let the chaperone know if you have any medical conditions that could require treatment or intervention during the trip. For instance, if you have food allergies and carry an EpiPen, you could let them know where to find it if you have an allergic reaction and aren't able to administer it yourself.

You are responsible for any medical costs during and/or as a result of a trip.

Sharing Rooms

You may share a room with another student on the trip if you both agree to do so, coordinate with the travel coordinator in advance, and sign a written consent form. Even if you agree to share a room in advance, you can withdraw your consent to share a room during the trip. However, you will be responsible for any additional costs for your lodging.

Driving Your Own Car

If you travel in your private vehicle, you will be personally liable for any parking fines, speeding or other tickets, and other liability charges (such as from an accident). You must fill out the Student Authorization to Operate Privately Owned Vehicle for any University-Affiliated Program or Trip form before the trip begins.

If you are in an accident while driving your own car on the trip, you must call local law enforcement to report it; call 911 for medical services if needed. Be sure to get key information from the other driver (name, contact information, their driver's license number, make/model/year and license plate number of their car, insurance information, and the names and contact information of any witnesses). Let the chaperone know right away so they can notify campus officials. We recommend getting an official police report as well.

Traveling with Relatives

While on the trip, you are expected to engage in the planned activities. If any family members travel with you, they are responsible for their own travel arrangements and they travel at their own risk.

Personal or Family Emergencies

If a personal or family emergency occurs (for example, illness, car accident) that will affect your travel plans, contact the chaperone right away. If you must change your travel plans (such as changing a flight), you will be responsible for any costs due to the change.