Travel and Your Organization
About Travel
Almost all organizations plan some type of travel. Statistically, traveling is one of the most risky things you can do. Over
forty-five percent (45%) of all traffic fatalities in 1992 involved an intoxicated or alcohol-impaired driver or pedestrian. The
US Department of Transportation estimates that 240,000 accidents are caused by drowsy drivers every year, and that falling asleep behind
the wheel may cause up to 10,000 fatalities a year.
Student organizations often need to travel to conferences, tournaments, or field trips. As we become more "liability conscious,"
students should be aware of their liability in traveling as well as the various alternatives available. An example will illustrate the
liability questions.
Members of the Verbose Speakers Team were traveling to a verbosity tournament when their privately owned van, driven by a student team
member, skidded off the road into a ditch. Several of the team members were injured in the accident.
Is the driver solely responsible for the injuries? Is the team responsible? The University? Should individual team member's health
insurance cover their own injuries? These are the types of questions facing student group members when they travel with their organization.
The following plan has been designed to offer University of Florida student organizations a guide to follow when planning, organizing,
and implementing programs or other activities that involve travel requirements (i.e., conferences, competitions, retreats, etc.). This plan
provides information and procedures which will assist you in planning off campus functions in a safe manner. Leaders of all organizations
which intend to travel should be trained in travel risk management and emergency procedures. Visit or call the Center for Student Involvement
to speak with a staff member for further assistance or clarification. (392-1671)
Preparing for the Trip
- Prepare a travel list containing names of all people traveling, departure and arrival times, the destination, and a general itinerary,
phone numbers at location, and cell phone in van (not only for the traveling student to reach the university, but also for friends or family
who may need to reach the traveling party). This list is to be given to a minimum of two people who will be accessible during the trip’s
duration: faculty advisor, a fellow student designated as the emergency contact, department chair, or other administrator familiar with the
program as well as the persons traveling.
- The traveling group should have a list of at least three contacts' (e.g. advisors, fellow students not traveling) home and office phone
numbers in order to notify them about any emergency situation. This should be the same people who have the participant list.
- Signed liability waivers. Although a signed consent form does not necessarily relieve one from any liability, it does show the effort to
inform participants of any possible hazards. The Office of Student Activities can provide waiver samples. The waiver form should also ask
for disclosure of possible medical conditions that may affect a participant.
- The vehicle to be used should pass a comprehensive safety inspection conducted by a qualified mechanic. In addition, the people driving
the vehicle should also conduct a visual inspection to detect any obvious problems such as poor tire tread, burned out lights, or worn
wiper blades.
- Make sure you also have the following:
- Good, detailed map of the entire area to be traveled, including any possible alternate routes to accommodate unforeseen
circumstances (construction, accidents, weather).
- First aid kit, flares, flashlights and batteries, safety warning device, extra oil.
- Cellular phone, instructions on how to use it and battery to recharge if necessary.
- Have the phone number and location of area hospitals of the destination, if possible. Recommended certifications for the
activity e.g. first aid, water safety. CPR and First Aid certifications may be acquired through the American Red Cross. The
Reitz Union Leisure Courses frequently teach these classes, call 392-2378 for class schedules or check the web
www.union.ufl.edu/leisure.
General Travel Risk Management Plan
Each student organization should develop its own travel risk management plan. Below is an edited version of the risk management program checklist used by the Reitz Union’s TRiP Program. Respond to each question or comment and keep in trip planning folder.
- Record the dates and times of the trip.
- What are the activities planned (i.e., conference, outing, museum) and the itinerary?
- What is the physical exertion level of the activity (i.e., beginning, intermediate, advanced)?
- Know the skill levels required of the participants (i.e., do they need prior experience?).
- What is the overall terrain of the area you have chosen to go to and are there any special hazards such as snow?
- What weather and climate conditions should you expect in the area (i.e., rainy season, dry conditions in forests, hunting season,
excessive heat)?
- Determine the distances to be traveled; there should be at least two drivers for every 500 miles to be driven.
- Plan the routes, hotels, and campsites you will be using. Consider secondary routes, and alternative campsites. (Note: a clearly marked
map and a backup map are a must).
- Plan the starting and ending times of major activities or events.
- What is your mode of transportation: Rental van, bus, or personal cars?
- Know the maximum and minimum number of participants who will be going on the trip to determine how many vehicles are needed.
- Do a safety check on the vehicle.
- Ensure all drivers have a valid driver's license and have the reputation as safe drivers.
- Verify current certifications and experience needed to staff the activity (i.e., CPR/First Aid and extensive knowledge driving in the
area you're traveling).
- Establish the policies and procedures to use during emergency situations (i.e., carrying waiver forms, insurance and emergency contact
numbers for participants, carrying cell phone for emergencies).
- Know the types and amounts of equipment you will bring on your trip and check equipment before you leave.
- Plan the dates, times, and agendas of pre-trip meetings.
- Share lists of clothing and equipment required of participants.
- Plan how you will work with the group to have control of trip (buddy system, messages).
Before the Trip Check List
At Least One Month Before
- Get cost estimates for all reservations, rentals, gas, etc.
- Submit to faculty advisor for approval if necessary, or arrange for encumbrance of funds.
- Schedule a pre-trip meeting
- Make reservations with hotels, car rental companies, outfitters, vendors, campgrounds, etc.; record reservation numbers, date
they're made and to whom you spoke.
- If SG funded, submit Student Activity Requisitions (SAR) for checks needed. Make copies for folder.
Week Before Trip
- Review itinerary and call participants or other organization members to remind them about pre-trip discussion at your meeting.
Hold pre-trip meeting to gather any needed information from participants (i.e., insurance policy #, signing of liability wavier,
health issues), provide details and answer questions. Discuss the alcohol & drug policy, itinerary, dietary needs, risks involved,
the activity.
- Plan a buddy system to make sure no one gets lost.
- Inventory first aid kit.
- Confirm reservations with hotels, outfitters, vendors, campgrounds, etc.
- Confirm reservations for transportation.
The Day Before the Trip
- Check road and weather conditions for trip.
- Pick up vehicle, do a visual check of lights. tires, etc. and check all fluids.
- Load van or trailer: equipment, first aid kits, maps, alternate routes. (Making sure that they are accessible if there is an
emergency).
- Finalize an emergency contact list for faculty advisor or local contact to hold during trip. Include the date of return, the trip
leaders and participants’ names, cell phone and phone numbers at the trip destination.
Day of Trip
- Do a participant role call. Make sure you have everyone's insurance, waiver and phone number (who to be contacted if there is a
problem) information.
- Put trip folder containing participant information, copy of liability waivers, insurance numbers, medical conditions, and directions,
maps, phone numbers of destination, emergency numbers, and cell phone numbers of other vans (if applicable), etc. in van.
- Double check maps, alternate routes and cellular phone, if available.
- You're off! Record the mileage of vehicle before departure. Drive safely at or under speed limit. (Note: For both vehicles and
trailers, trailers are rated at not more than 55 mph).
Post Trip
- Record mileage after trip.
- Unload & clean out van.
- Notify advisors of safe return.
- Return vehicle/keys and receipts.
Types of Vehicles
Listed below are the basic means of traveling available to student groups and the advantages or disadvantages associated with each.
- Personal Automobiles: The most flexible and possibly least expensive method, with fewer arrangements necessary. The individual
driver is responsible for passengers who may have limited control over their driver's actions. Drivers should carry their own insurance to
cover liability. While private automobiles provide a very cost effective means of transportation, there are disadvantages to this means of
transportation. Liability issues must be considered. Be sure that:
- Individuals traveling in private vehicles understand that it is at their own risk.
- The designated drivers have experience and are licensed to drive the vehicle.
- The vehicle and its operator have appropriate insurance.
- The vehicle has been adequately serviced with preventative maintenance and check ups.
- The mileage of the trip is offset with meal breaks, sleep time, etc.
- You have an emergency plan in case of breakdowns or accidents.
- Alcohol and/or drugs are not a part of your drivers or the trip participants’ experience.
- You follow the rules and safety tips provided in your driver's manual from the Florida Department of Motor Vehicles ("DMV").
- When in doubt, use common sense when you drive.
- If you are involved in an accident, make sure any injured persons get the requisite medical treatment.
- Rental Vans: The renter must pay for insurance and assumes liability through the vehicle renter. Usually you must pay in advance or at
the time of rental; you must reserve in advance usually requiring a written agreement.
- Commercial Carrier with a Driver (bus, van): The carrier provides its own insurance and assumes liability. It may be the most expensive
method, usually requiring payment in advance or a deposit. You must arrange reservations in advance, usually requiring a written agreement.
This method presents the lowest level of liability to your organization.
Who Should Know About Your Trip?
Your organization's Advisor - Should be informed before all trips.
When preparing to leave for the trip, leave copies of the emergency contact list (See Day Before the Trip), the waiver forms, a master list of
those attending and their student ID numbers with the faculty advisor. Include phone numbers at the destination where organization members can be
reached, the cell phones in the vehicles and the estimated time of return.
