1. Planning Student Trips

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

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

4. Priorities Active Members Active Members MCC Students MCC Students Faculty Staff Faculty Staff Guests Guests

5. Travel Information Packet Date Date Trip title Trip title Pre-trip meeting Pre-trip meeting Organization Sponsoring Organization Sponsoring Club Office Club Office Advisor(s) Advisor(s) Date of Trip Date of Trip Destination Destination Purpose Purpose Refundable Refundable Payment Deadline Payment Deadline

6. Transportation Van/Truck Van/Truck Car Car Bus $3,000.00 Bus $3,000.00 Airlines Airlines Train Train Package Trip 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_ Total___200.00_

9. Student Association Budget $ _2,000.00 Student Association Budget $ _2,000.00 Student Association Funds $________ Student Association Funds $________ Private Account $___500.00 Private Account $___500.00 Individual Participants Contributions $__2,260.00 Individual Participants Contributions $__2,260.00 Other $__________ Other $__________ Total Cost of Trip $ _4,760.00 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 Payment procedure Credit Cards Credit Cards Code of Conduct Code of Conduct Waivers Waivers Role of the Advisor Role of the Advisor What if the trip is cancelled What if the trip is cancelled Travel Agreement Travel Agreement Evaluation forms Evaluation forms