2016-2017 Travel Coordinator Meeting

Travel Coordinator responsibilities Submit Travel Requests For all modes of transportation Check Travel Email each week to ensure all information is accurate Work with Club Treasurer to make sure that all payments for each weekend have been submitted to Aaron or Jill.

Travel Request Form Must be filled out for any travel by a club that is outside of their regularly scheduled practice/game location(s) This form is also a request for approval by the Club Sports Office for teams to travel via: Personal Vehicles Charter Bus Rental Vehicles Airlines

Booking Hotels Make sure that you have already submitted a Travel Request before submitting a Request to Purchase. We recommend using a pre-paid 3rd party site, such as Expedia, Hotels.com, Orbitz, etc. Submit at Purchase Request online via DragonLink. Please submit this at least 5 business days before traveling Make sure that you have attached all invoices/to the Purchase Request, and outline any special instructions needed to book the hotel. CS Staff will book your hotel room, and send you the confirmation emails.

Booking Charter Buses Should try and book a bus 3-4 weeks out from event; Need a Travel Request submitted before CS Staff can pay for a Bus Only allowed to use 3 approved charter bus venders: Stout’s Transportation Academy Bus David Thomas Transportation

Booking Airplane Tickets Club Sports Staff need to approve Travel before any airplane tickets can be booked. Tickets should be booked through Club Sports office if you are planning on using Club (71 Account) Funds. Tickets can be booked by each individual on Club if club is not responsible for paying for tickets Club Sports Staff still needs to approve the trip before students purchase tickets.

Travel Request Form

Personal vehicles

Flights

*This does not serve as a request for us to book your flights* If you want us to book flights, make an appointment with CS Staff This must be filled out even if we have already booked your flights

Charter Bus

Rental Vehicles

Lodging

Rules to live by when requesting travel You can always add information later We would rather know you are traveling in a month; and worry about getting specific lodging information closer to event day. Filling out a request is always better when done as soon as possible For teams with set schedules – go ahead and submit a Travel Request for each event for your season at beginning of season. You can always add information later If you know that you’ll be staying at a hotel, but you don’t know which one If you know that you’ll be taking personal vehicles, but don’t know who is going to be driving If you aren’t sure who your approved drivers are. If you don’t have your roster set. Filling out a request is always better when done as soon as possible

Questions?