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Event Planning

Off-campus Trips

All student organizations sponsoring an off-campus group trip should meet with their primary advisor. The risk for personal injury or liability at an off-campus trip is one we strive to minimize. It is the responsibility of student organization executive boards to know the risks and liabilities of a group trip and how best to ensure participation safety. Meet with your primary advisor to go over the different types of trips and the risks and liabilities that each poses.

Travel Tips Video

Trips for student organization members only:

Examples- traveling to competitions, conferences, or social outings

  • All information related to the trip should be shared with your primary advisor.
  • Meet with your primary advisor minimally two weeks before travel.  More time will be needed if you are selling tickets or if there are other activities being planned as part of the trip.
  • Identify a member or members to be the Event Manager. Event Managers are responsible for maintaining emergency contact information such as Public Safety, primary advisor, hotel information, and drivers contact.
  • Event Managers should recommend that participants inform their parents/guardians about the trip.
  • If your destination is greater than 25 miles away from campus (using Rush Rhees as your starting point), you must go through the Group Travel Process. This begins with the Group Travel Pre-Approval Form being submitted at least 5 business days prior to departure. If this deadline is not met, you are not authorizes to travel.
  • Once you have received an approval on the Group Travel Pre-Approval Form, you will be sent a link to the Group Travel Final Approval Form. This form must be filled out by 3:00 PM at least 1 business day prior to departure. This means that for groups traveling on the weekend, the deadline is Thursday at 3:00 PM.
  • Each person going on the trip must fill out the Individual Travel Waiver and Release Form. If this form is not filled out, you will not be authorized to travel.
  • If an accident or injury occurs during the trip an Accident and Injury Form must be submitted within 24 hours.

Trips open to the UR community and General Public:

Examples- traveling to Corning Museum of Glass or Apple picking in Victor

  • Identify a member or members of the organizing group to be the Event Manager (if using buses there is a minimum of one Event Manager per bus)
  • Event Managers are responsible for holding on to all emergency contact information such as Public Safety, primary advisor, hotel/site information, and drivers contact information.
  • If your trip requires transportation please refer to the Transportation page.
  • Only ticket holders may board the bus for events where transportation is included in the cost of the ticket.
  • When organizing a trip that is only for the university community, Event Managers can use their discretion and deny general public access to transportation.
  • Please note: The University requires signs on all buses. Signs must be visible from the outside; indicate where the bus is going; include the group sponsoring the trip, as well as the times that the bus will be op­erating.
  • Trips within the greater Rochester area and/or looping do not need group travel acknowledgement, waiver, and release forms.
  • If your destination is greater than 25 miles away from campus (using Rush Rhees as your starting point), you must go through the Group Travel Process. This begins with the Group Travel Pre-Approval Form being submitted at least 5 business days prior to departure. If this deadline is not met, you are not authorizes to travel.
  • Once you have received an approval on the Group Travel Pre-Approval Form, you will be sent a link to the Group Travel Final Approval Form. This form must be filled out by 3:00 PM at least 1 business day prior to departure. This means that for groups traveling on the weekend, the deadline is Thursday at 3:00 PM.
  • Each person going on the trip must fill out the Individual Travel Waiver and Release Form. If this form is not filled out, you will not be authorized to travel.
  • Before departure Event Managers must inform participants when they need to return to the bus.
  • If an accident or injury occurs during the trip an Accident and Injury Form must be completed within 24 hours.

Off-campus Trips (International)

If your student organization is potentially traveling internationally, please contact your primary advisor immediately to begin the approval process. There is a minimum of two months’ notice required