Blank Travel Itinerary PDF Template

1. What is the purpose of the Travel Itinerary form for Drexel Club Sports?

   The Travel Itinerary form serves to provide detailed information about travel plans for Drexel Club Sport teams. It ensures that the Club Sports Coordinator is aware of all aspects of the trip, including departure and return details, transportation methods, accommodation, and contest information. This form is essential for ensuring safety and coordination, and it helps in managing travel arrangements more efficiently. By submitting this form at least two business days before travel, teams can ensure they have the necessary approvals and support for their trip.

2. How should the method of transportation be detailed in the form?

   • For personal vehicle use, list the driver and the names of all members in each vehicle. Specify the vehicle make and model if required.

   • For other methods of transportation like walking, Drexel Transportation, train, chartered bus, or airplane, provide relevant details such as the flight numbers for air travel, train numbers, bus contract numbers, or any rental agreement numbers for chartered services.

   All information should be as specific as possible to ensure that the travel plans are clear and comprehensible to the Club Sports Coordinator.

3. What are the travel policies and safety recommendations clubs must adhere to?

   Clubs are required to follow several policies and recommendations to ensure safety during travel:

   • A cell phone must be carried on the trip for emergencies.
   • Travel is restricted to official club members; no family, friends, or unrelated individuals in vehicles or buses.
   • A list of emergency contacts for all members on the trip must be prepared.
   • A First Aid Kit must be present on the trip.
   • Clubs must abide by driver responsibilities as stated in Driver Agreements.
   • Accident & Incidents Forms must be carried on the trip and submitted upon return.

   Safety recommendations include wearing seat belts, avoiding driving late at night, being aware of weather conditions, ensuring drivers are well-rested, and having an emergency action plan.

4. What should be done if there is an issue submitting the form online?

   If any problems occur while submitting the form online, the club representative should print out the completed form and bring it directly to the Club Sports Office in the Rec Athletics Suite of the Recreation Center. This ensures that the travel plans are still communicated in a timely manner, even if technical difficulties prevent online submission. Additionally, for any questions or further clarifications about the form or its requirements, contacting the Club Sports Coordinator at 215-895-2025 is recommended.

When filling out the Travel Itinerary form for Drexel Club Sport, individuals often make mistakes that can impact the effectiveness and accuracy of the information provided. Here are seven common mistakes:

1. Not submitting the form within the required timeframe: The form must be completed and submitted to the Club Sports Coordinator at least two business days before the travel date.

2. Incomplete details on trip information: It is crucial to specify all the information regarding the trip, including the exact date of departure, time, location, destination, and estimated time of arrival (ETA) for both departure and return.

3. Forgetting to list all vehicle details: If traveling by personal vehicle, all vehicles used must be listed with the driver's first initial, last name, and the names of all members in each vehicle.

4. Omitting contact information: The form requires contact details for the trip, including the cell phone numbers for the person completing the form and the contact for the trip. Also, host institution contacts and phone numbers are necessary.

5. Incorrect method of transportation details: Whether traveling by personal vehicle, Drexel transportation, train, chartered bus, or airplane, all pertinent details such as flight numbers, rental agency, and rental agreement numbers must be accurately provided.

6. Lodging information errors: Details about lodging such as hotel name, dates of stay, city, number of rooms, and confirmation numbers are often incorrectly filled or left incomplete.

7. Not adhering to travel policies and safety recommendations: It is mandatory to check off and abide by the basic safety policies and travel safety recommendations, such as having a cell phone, a list of emergency contacts, a first aid kit, and adhering to driver responsibilities.

In conclusion, paying close attention to filling out every section of the Drexel Club Sport Travel Itinerary Form thoroughly and accurately is essential. Avoiding these common mistakes ensures smoother coordination and a safer, more organized trip.

When planning for club sport travel, several documents and forms complement the Travel Itinerary form to ensure all aspects of the trip are covered and compliance with organizational policies is maintained. These assist in organizing the trip, mitigating risks, and ensuring the safety and well-being of all participants.

• Emergency Contact Information: Lists the names, relationships, and contact details of emergency contacts for all members traveling. This document is crucial in case of an emergency situation.
• Medical Information Form: Contains medical details of the participants, including allergies, medications, and pre-existing conditions. This form is essential for ensuring the health and safety of participants, especially in the event that medical intervention is needed.
• Driver Agreement Form: Outlines the responsibilities and obligations of individuals who will be driving during the trip, including adherence to traffic laws, safety policies, and insurance coverage details. It ensures that drivers are aware of their duties and the standards they must meet.
• Vehicle Rental Agreement: Details the terms and conditions of vehicle rentals, including driver eligibility, rental period, and financial terms. This document is necessary when the club uses rental vehicles for transportation.
• Accident & Incident Forms: Used to document any accidents or incidents that occur during the trip. It helps in reporting to the relevant authorities and institutions for insurance and record-keeping purposes.
• Hotel Booking Confirmation: Confirms the details of accommodations, including stay dates, room assignments, and payment agreements. This document ensures lodging arrangements are clear and verified.

Together with the Travel Itinerary form, these documents create a comprehensive framework for organizing, conducting, and concluding club sport travel in a manner that prioritizes safety, responsibility, and accountability. It is essential that each form is completed in detail and kept accessible throughout the trip to address any issues that may arise promptly.

• The Travel Itinerary form shares similarities with an Event Planning Document. Both types of documents require detailed schedules, including dates, times, locations, and contact information. Just as an event planning document outlines the logistics and coordination of an event, the Travel Itinerary form does so for club sports travel, including departure, arrival, and competition details.

• Similarly, the Travel Itinerary form resembles a Vehicle Log Sheet. Both documents include sections for vehicle information, such as the driver's name and vehicle occupants. They are used to track the use of vehicles over the course of a trip or within a specific timeframe, ensuring all data related to the vehicles' operation and passenger details are meticulously recorded for safety and accountability purposes.

• Another comparable document is a Risk Management Plan. The section of the Travel Itinerary form that lists travel policies and safety recommendations focuses on risk mitigation during travel, akin to how a Risk Management Plan identifies potential risks and outlines strategies to minimize or manage those risks. Both documents serve to enhance the safety and security of participants by preparing for unforeseen circumstances.

• Finally, the Travel Itinerary form is closely related to a Contract or Agreement Form, specifically in sections dealing with rental agreements or charter services. Just like a contract that stipulates the terms of service, responsibilities, and obligations of the parties involved, the itinerary includes details on rental agencies, chartered bus companies, and lodging information, complete with confirmation numbers and registered names—all of which are essential components of formal agreements.

When filling out the Travel Itinerary form for Club Sport activities, it is important to ensure that all information is accurate and complete for the safety and organization of the trip. Here are four essential things you should do and four things you should avoid to help streamline the process and ensure a successful and safe journey.

Do:

1. Ensure all details about the destination, dates, and times of departure and return, modes of transportation, and lodging are thoroughly and accurately filled out. This ensures clarity and aids in the smooth coordination of the trip.
2. Double-check contact information for accuracy. This includes the cell phone numbers for the person completing the form and the contact for the trip, as well as the details of contacts at the destination.
3. Abide by the safety policies and travel safety recommendations provided. This includes having a cell phone on the trip, abiding by driver responsibilities, and having an Accident & Incidents Forms on trip.
4. Sign the form to signify understanding and agreement with all stated travel safety recommendations and obligations. This acknowledgment is crucial for compliance and safety purposes.

Don't:

1. Leave any sections incomplete, especially those requiring specific information about transportation arrangements and emergency contacts. Missing details can lead to confusion and potential safety risks.
2. Assume general information is enough for the Trip Information section. Be as specific as possible, including exact addresses and times when applicable.
3. Ignore the recommended travel safety tips, such as avoiding driving between 12AM-6AM, ensuring drivers are well-rested, and planning for regular rest stops. These recommendations are designed to minimize risks.
4. Forget to consult with the Club Sports Coordinator if there are any uncertainties or questions regarding the form or if there are errors in submission. It's better to seek clarity than to proceed with inaccuracies.

When it comes to the Travel Itinerary form, especially the one used by club sports teams like those at Drexel University, there are a number of misconceptions that can lead to confusion or errors in planning. Understanding these common mistakes can save time and ensure a smoother travel experience.

• It's only for sports competitions. Although it's designed for club sports, the form is not limited to just game or match travel. It includes options for practices, community service trips, and other types of trips, showing its versatility beyond competition travel.
• Submitting the form is optional. Actually, it's mandatory to submit this form to the Club Sports Coordinator at least two business days before traveling. This ensures all travel details are approved and on record for safety and coordination purposes.
• Personal vehicle information is not important. Every detail about personal vehicle use, including drivers and occupants, is crucial. This information is necessary not just for organizing travel, but also for ensuring accountability and safety in case of emergencies.
• Hotel details are only a formality. Providing thorough lodging information, including the stay dates, location, confirmation numbers, and who the rooms are registered under, is essential for the safety and whereabouts of the team.
• Travel policies are merely suggestions. The travel policies outlined in the form, including safety measures and emergency preparedness, are requirements, not suggestions. Clubs must check to indicate adherence to these policies, signifying they understand and agree to follow them.
• The form doesn't include emergency plans. There's a specific section that demands clubs develop an Emergency Action Plan (EAP) and consult with the Recreational Athletics Office (RAO) for assistance. This showcases the importance of preparedness for any situation.
• Cell phone usage policies are unclear. The form explicitly stresses that having a cell phone is mandatory but also advises against using it while driving, promoting safe driving practices.
• The form is comprehensive for travel planning. While the form covers many aspects of travel, clubs should consider additional preparations not specifically mentioned in the form, such as dietary restrictions, packing lists, and individual emergency contact forms.
• Submitting the form completes the travel preparation process. Submission is a key step, but clubs should also engage in thorough internal discussions about the trip, verify details independently, and prepare for any changes that might arise. It's part of an ongoing process of travel preparation and management.

Understanding these points about the Travel Itinerary form can eliminate misconceptions and help ensure that club sports teams are well-prepared, safe, and compliant with university policies during travel.

When filling out the Travel Itinerary form for Drexel Club Sport, there are several key points to remember to ensure that all travel details are thoroughly planned and communicated. These key takeaways will help streamline the process and ensure compliance with all required protocols.

• Forms must be submitted to the Club Sports Coordinator at least two business days before the trip.
• The form requires detailed information about the trip, including reasons for traveling (e.g., game/match, practice, trip, community service, other), departure and return details, and method of transportation.
• For vehicle transportation, it's necessary to list drivers and occupants for each vehicle, indicating a clear assignment of travel arrangements.
• When using rental vehicles, the form asks for detailed information, such as the rental agency, agreement number, and type of vehicle(s).
• Accommodation details need to be specified, including hotel information, number of rooms, and under whom the lodging is registered.
• The form includes sections on travel and safety policies where clubs must affirm their commitment to abide by them, including having a cell phone on the trip, ensuring only official club persons travel in vehicles, having a list of emergency contacts, possessing a first aid kit, and following driver responsibility agreements.
• There are safety recommendations provided that need to be noted and followed, such as wearing seat belts, avoiding driving late at night, being aware of weather conditions, ensuring drivers are well-rested, and having an emergency action plan.
• Submission confirms acknowledgement of reading and understanding all travel safety recommendations, with a signature area for the club representative to sign off.

If there are issues submitting the form online, it is advised to print it out and bring it directly to the Club Sports Office within the Recreational Athletics Suite of the Recreation Center.