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Planning Student Trips

This guide provides step-by-step instructions for planning student trips, including obtaining approval, completing necessary forms, managing financial expenditure, and implementing travel procedures. Includes information on communication, lodging, transportation, and necessary forms.

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Planning Student Trips

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  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

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