- Today is Saturday, September 23
- One week outSeptember 30
- Two weeks outOctober 7
- Three weeks outOctober 14
- Four weeks outOctober 21
Starting week (4 months-6 weeks out)
- Get your group together to choose trip dates. If applicable, advertise your trip to audiences you wish to attract.
- For all travel, submit an Event Registration via OrgSync. For most international travel, this form should be submitted at least 4 months in advance. For domestic travel, 6 weeks is the recommend timeline to plan your trip.
- Set a clear cutoff for participants to confirm they’re attending.
- Find chaperones if you will need them. Chaperones must be full-time exempt staff. In most cases, student organizations cover the chaperone’s costs. Chaperones must attend if you are:
- renting a facility
- planning an overnight stay
- traveling outside the country
- renting a vehicle larger than a seven-passenger capacity (for undergraduate organizations)
You might not need a chaperone if:
- a graduate student over 25 will be driving
- all drivers have read and signed the “Tips for Van Drivers” booklet (available in our office)
- all drivers have successfully completed the Alert Driver safety program
3 weeks out
- If you plan to have hotel or hostel rooms, book through BCD Travel (617-353-1700). When you call BCD, be sure you tell them you are booking as a Boston University student group. There is a specific process for our student groups. You should never give a BCD agent a personal credit card number. If you prefer, visit the Student Activities Office and call BCD with the assistance of an Event Consultant.
- If you need to rent or use an off-campus facility for an event as part of the trip: Check the liability insurance of the venue. For any event at a non-BU facility when your organization is the sole or principal user of the facility, that facility must carry general liability insurance with a minimum of $1 million in coverage, worker’s compensation in accordance with statutory limits, and excess umbrella coverage at a minimum of $5 million.
*In general, we won’t approve off-campus residences as venues for events.
- Reserve transportation.
Cars and vans
- Reserve the appropriate vehicle for your trip using one of the approved University vendors.
- BU does not encourage using personal vehicles for any student organization business or activity. If you do use a personal vehicle in such an instance, the vehicle owner’s insurance must provide coverage in the event of any accident.
- The primary driver must be 21 or older.
- All additional drivers must be 25 or older.
- For undergraduates renting a vehicle larger than a seven-passenger minivan, a chaperone must accompany you. For graduate students over 25, you may not need a chaperone for larger vans.
- Submit payment via the Treasury in OrgSync. You will need to upload a copy of your quote/invoice from the rental company.
- For vans or any driver of a rented vehicle wishing to secure University insurance, all drivers must get Van Driver Approval. Submit the online form at least two weeks prior to your departure date. Pick up a copy of “Tips for Van Drivers” in our office and complete an online course.
- Reserve through one of the companies that BU’s Risk Management Office has approved (LocalMotion, Academy, or Peter Pan). Bus rentals for other companies are not allowed.
- Submit payment via the Treasury in OrgSync. You will need to upload the quote/invoice you received from the bus company.
- Secure a chaperone for each bus if required.
- Book all flights through BCD Travel (617-353-1700). When you call BCD, be sure you tell them you are booking as a Boston University student group. There is a specific process for our student groups. You should never give a BCD agent a personal credit card number. We recommend you visit the Student Activities Office and call BCD with the assistance of an Event Consultant.
- Your reservation will be held for 24 hours.
- Within that 24 hours, complete an ISR and bring it to the Student Activities Business Office. Print off the confirmation from BCD Travel. Make sure it includes the flight confirmation number. You must turn in this form before 3:00pm Monday-Friday. ISRs for flights cannot be processed after 3:00pm and SABO is not open on the weekends.
2 weeks out
- Submit a Treasury request in OrgSync to the Auto Insurance Pool for $10/day per driver. This covers your $500 deductible for collision damage.
- Complete a Treasury Request for a cash advance for tolls and gas. (Remember, you will need to keep receipts to reconcile after your trip.)
- All drivers must complete the Alert Driver safety program.
- Your organization must submit the names and BU ID numbers of all students traveling.
- All students traveling as part of your group program must submit a signed Release, Waiver of Claim, and Assumption of Risk Agreement to Student Activities at least one business day before you depart.
During your trip
- Collect receipts for all purchases.
- If an accident occurs:
- Get as much information as possible for the accident report.
- Call Student Activities Monday–Friday, 8 a.m.–6 p.m. at 617-353-3635, or the on-call phone at 617-599-6060.
- Call GSU Information, 617-353-2921, Monday–Thursday 7 a.m.–11 p.m., Friday & Saturday 7 a.m.–1 a.m., or Sunday 11 a.m.–11 p.m.
- If both offices are closed and injury is involved, call BUPD at 617-353-2121.
- Your organization will be responsible for any out-of-pocket costs for the chaperone(s).
After you return to campus
- Receipts and remaining cash advance funds must be submitted to the Student Activities Business Office after your trip.
*Your account will be frozen until the cash advance is reconciled.
- If unexpected expenditures arose during your trip, submit a Small Dollar Reimbursement on OrgSync for amounts of $175 or less.
*The amount of money must be available in your group’s account. Itemized receipts are required for reimbursement. Groups are limited to 15 small dollar reimbursements per semester.