Free Travel Itinerary Form in PDF

Instructions on Writing Travel Itinerary

Filling out the Travel Itinerary form is an essential step for club sport teams planning to travel for games, matches, or any sport-related events. This form helps in organizing the trip details and ensuring all travel arrangements are documented. This makes sure all team members are informed about the travel plans and that the trip adheres to the club's and the institution's policies. Here are the steps needed for filling out the form accurately.

1. Begin by entering the Club Sport Name and the Date of the itinerary submission on the top section of the form.
2. Fill in your full name in the Person Completing Form field and provide your Cell phone number for any necessary contact.
3. Under Contact for Trip, list the main contact person's name and their cell phone number.
4. Specify the Reason for Traveling by checking the appropriate box: Game/Match, Practice, Trip, Community Service, or Other.
5. Detail the Trip Information starting with the Date of Departure, Time of Departure, Location of Departure, and the estimated time of arrival (ETA) at the destination.
6. Next, fill in the Destination, Date and Time Returning, Location of Arrival back, and the ETA.
7. In the Contest Information section, provide details about the host institutions, contact persons including their phone numbers, competition locations, dates, times, and opponents.
8. For the Method of Transportation, list all personal vehicles being used including the driver's name and occupants for each vehicle. If using other methods like walking, Drexel Transportation, train, etc., check the appropriate boxes and provide details as required.
9. In the Lodging Information section, specify hotel details, including name, dates of stay, city, state, zip, phone number, number of rooms, the person under whom the booking is registered, and the confirmation number.
10. Confirm adherence to Travel Policies by checking each box to signify the club will follow basic safety policies set by the Recreational Activities Office (RAO).
11. Review and check the Travel Safety Recommendations as a declaration of the club's awareness and commitment to safe travel practices.
12. Have the Signature of Club Representative and the date signed at the bottom of the form to validate the information provided.
13. Finally, if any issues arise with online submission, print and hand-deliver the form to the Club Sports Office as per the instructions given at the end of the form.

Once completed, submit the form to the Club Sports Coordinator at least two (2) business days prior to travel. This allows time for any necessary review or adjustments. It's essential for the safety and organization of the club sport's travel plans, ensuring that all participants are prepared and informed.

What is the purpose of the Travel Itinerary form?

The Travel Itinerary form is designed to streamline the organization and communication of travel details for Club Sport teams at Drexel University. By completing and submitting this form at least two business days before travel, clubs ensure that the Club Sports Coordinator is informed about the trip's specifics, including departure and return details, contest information, transportation arrangements, lodging, and adherence to travel policies. This organized approach aids in preparing for safety and logistical needs, contributing to smoother travel experiences for teams.

Who needs to complete the Travel Itinerary form?

The form must be completed by a representative of the Club Sport team planning to travel. This person is responsible for gathering and documenting comprehensive travel details, ensuring that accurate and timely information about the trip is communicated to the Club Sports Coordinator. It’s important that the individual completing the form has all the necessary information about the trip, including travel dates, locations, transportation, and lodging arrangements.

What information do I need to provide on the Travel Itinerary form?

You will need to provide a wide range of information to ensure all aspects of your club's trip are covered. This includes the name of your club and the person completing the form, contact information for the trip, the reason for traveling (e.g., game, match, practice), detailed trip information such as dates, times, departure and arrival locations, method of transportation (including driver details if using personal vehicles), hotel information, and contest details if applicable. Additionally, you must acknowledge and commit to adhering to the travel policies and safety recommendations by checking the appropriate boxes and signing the form. This comprehensive approach ensures your club’s trip is well-planned, safe, and in compliance with university policies.

Where do I submit the completed Travel Itinerary form, and what if I encounter issues submitting it online?

The completed Travel Itinerary form should be submitted to the Club Sports Coordinator. If you are supposed to submit the form online but encounter any issues, you have the option to print the form and bring it directly to the Club Sports Office located in the Recreational Athletics Suite of the Recreation Center. This ensures that, regardless of technical difficulties, your travel itinerary is submitted in a timely manner, at least two business days prior to your trip. For any questions or further assistance with the form, you are encouraged to contact the Club Sports Coordinator at 215-895-2025.

Filling out a Travel Itinerary form requires attention to detail, yet there are common mistakes that people make. One major oversight involves not submitting the form on time. The Drexel Club Sport Travel Itinerary stipulates a submission at least two business days before travel; procrastination can lead to unnecessary stress or even the cancellation of the trip.

Another common mistake is not providing specific information in the "Trip Information" section. Vague entries can lead to miscommunication or insufficient preparations by the Club Sports Coordinator. Detailed entries, including exact dates, times, and locations, ensure that all logistical aspects of the trip are clear and accounted for.

Often overlooked is the field for the "Method of Transportation." Participants sometimes fail to list all vehicles, drivers, and occupants involved in the trip. This omission can raise safety concerns and complicate accountability should issues arise during travel. It's crucial to document every aspect of the transportation plan, including backup options if the primary method falls through.

Misunderstandings or neglect of the travel policies can also complicate trips. For instance, not checking, or misunderstanding, policies related to safety, such as having a cell phone on the trip or the prohibition of non-official club persons traveling with the club, can endanger participants and violate club rules.

Forgetting to list emergency contacts for all members on the trip is a serious mistake. In the event of an emergency, not having this information readily available can delay critical responses. It is essential to ensure the safety and well-being of all participants.

Another error comes from not adequately acknowledging or planning for travel safety recommendations. Recommendations like avoiding driving between 12 AM to 6 AM and having knowledge of the weather are often acknowledged without real planning, potentially putting travelers at risk.

Failure to carry or list a First Aid Kit and Accident & Incident Forms represents a breach of preparedness. Injuries or incidents can occur unexpectedly, and being prepared is key to addressing them effectively and in a timely manner.

One of the key aspects underutilized is the development of an emergency action plan (EAP). Not taking the time to develop or indicate an EAP is a critical oversight that can hinder effective response to accidents or injuries requiring hospitalization during a trip.

Ignoring to check off or underestimating driver and vehicle safety measures, such as seat belt usage, restricting driving hours, and ensuring drivers are well-rested, is a significant concern. These measures are foundational to the safety of everyone on the trip.

Lastly, a common pitfall is neglecting to sign the form or not checking in with the Club Sports Coordinator for any last-minute clarifications or changes. The signature signifies that all safety recommendations have been read and will be followed, and open communication with the coordinator can preempt many potential issues.

When organizing travel for club sports or any group activity, it's essential to prepare and submit multiple forms and documents alongside the Travel Itinerary form. These documents ensure a smooth, safe, and coordinated trip. This brief guide will highlight some of the most commonly used forms that accompany a Travel Itinerary form, explaining their purpose and why they're important.

• Emergency Contact Information Form: Lists the personal emergency contact details for all trip participants. It's vital in case of an accident or emergency situation during the trip, ensuring that family members or guardians can be quickly contacted.
• Medical Information and Release Form: Contains medical information about participants, such as allergies, medications, and pre-existing conditions, and includes a release allowing trip leaders to seek medical attention for the participant if necessary. This form is crucial for the safety and well-being of all travelers.
• Waiver and Release of Liability Form: By signing this form, participants acknowledge the risks involved in the trip activities and agree not to hold the organizing body responsible for injury or loss. This legal document is important for mitigating liability and protecting the organization.
• Driver Agreement Form: For trips involving personal or rented vehicles, this form outlines the responsibilities and qualifications of the drivers. It includes agreements on adherence to driving laws, safety policies, and insurance requirements.
• Rental Vehicle Agreement: If rental vehicles are used, this document details the rental agreement between the organization and the rental company, including vehicle types, rental periods, and insurance coverage. It ensures all legal and logistical details are properly managed.
• Accident and Incident Report Form: In the event of an accident or incident during the trip, this form is used to document what happened, when, and who was involved. This record is crucial for insurance purposes and for reviewing safety protocols to prevent future incidents.

Together, these documents complement the Travel Itinerary form by covering legal, safety, and logistical aspects of trip planning and execution. By ensuring that these forms are properly completed and submitted, organizers can provide a safer and more enjoyable experience for all participants. Remember, thorough preparation is key to successful group travel.

One document similar to the Travel Itinerary form is the Project Plan document used in various industries to outline the timeline and specifics of a project. Just like the Travel Itinerary form details departure and arrival times, destinations, accommodation, and transportation methods, the Project Plan breaks down tasks, allocates resources, and sets deadlines. Both serve as comprehensive guides for the task at hand, ensuring all participants are informed and on track.

A Field Trip Permission Slip that schools use is notably similar to the Travel Itinerary form. It gathers essential information, such as the date of the trip, destinations, mode of transportation, and emergency contacts, ensuring the safety and organization of school-related travels. Both documents emphasize the importance of preparedness, from recording detailed scheduling to specifying contacts for emergency situations.

The Business Trip Approval Form used in corporate settings shares similarities with the Travel Itinerary form. It typically includes sections for the purpose of travel, departure and return dates, and accommodation arrangements—details that are meticulously captured in the Travel Itinerary form too. Both documents are crucial for obtaining pre-travel authorization and ensuring all travel details are transparent and approved by supervisory personnel.

An Event Planning Document, used by event coordinators, resembles the Travel Itinerary form. It outlines critical information like event dates, locations, transportation, and lodging for attendees, akin to the itinerary details for a sports team. Both documents are indispensable tools for logistical planning, ensuring every aspect of the event or trip is accounted for and communicated to all involved parties.

The Conference Attendance Plan, which is prepared by professionals planning to attend conferences, mirrors the structure of the Travel Itinerary form. It delineates travel dates, accommodation details, and schedules—similar to contest information in the itinerary form. Both documents serve as a roadmap for the attendees, enabling them to maximize their time and experience during the event.

Emergency Evacuation Plans share similarities with the Travel Itinerary form, especially in their detailed listing of departure times, destinations, and emergency contact information. Although serving a much different purpose, both documents are designed to organize and expedite movement efficiently and safely, making sure everyone knows where to go and whom to contact in any situation.

The Team Roster and Travel Information sheet, used in sports and other team-based activities, closely aligns with the Travel Itinerary form. It provides a roster of participants, alongside travel and accommodation details. This ensures that coordinators and team members have all necessary information about who is traveling and where they are staying, similar to the comprehensive details captured in the itinerary form.

A Medical Consent Form, often used for minors participating in travel or activities, parallels the Travel Itinerary form in its attention to participant safety and emergency preparedness. Though mainly focused on medical information and consent, it also includes essential travel details for the child, ensuring guardians are fully informed about the trip's specifics.

The Corporate Retreat Itinerary, which companies use for planning team-building or strategic retreats, captures the essence of the Travel Itinerary form. Like the sports itinerary, it lists detailed schedules, transportation modes, lodging information, and activities planned for the duration of the retreat. Both documents aim to create a seamless and enriching experience for participants.

Lastly, the Personal Vacation Itinerary, often crafted by individuals or travel agents, shares the purpose of the Travel Itinerary form in its detailed planning for trips. Including flights, accommodations, transport, and activities, both types of itineraries serve to ensure an organized and enjoyable travel experience by laying out all components of the trip well in advance.

When filling out a Travel Itinerary form for any organized activity, such as a club sport event, paying close attention to detail and following set guidelines is crucial. This ensures that all traveling participants are safe, informed, and accountable. Below are several dos and don'ts to keep in mind when completing this important document.

• Verify all information before submission: Ensure that all details, including dates, times, contact information, and transportation arrangements, are accurate. Inaccuracies can lead to confusion and potential safety concerns.

• Include emergency contact information: Providing emergency contacts for all members on the trip is vital. This ensures that in case of an emergency, authorities or the organization can reach out to someone immediately.

• List all drivers and occupants in vehicles: For the safety of everyone traveling, it's important to document who is driving each vehicle and the names of all occupants. This information is critical in the event of an accident or emergency.

• Abide by travel policies: Check all the boxes that apply under travel policies and safety recommendations. This confirms that you are aware of and agree to follow the basic safety guidelines set by the organizing authority.

• Include detailed trip information: Be as specific as possible when providing trip information. The more details you provide, the better prepared everyone will be.

• Check the form for completeness: Before submitting, review the entire form to ensure no sections are left incomplete. Missing information could lead to misunderstandings or a lack of necessary preparation.

• Sign and date the form: The signature signifies that you have read and understood all the guidelines and information provided. It's a crucial step for the formalization of the document.

• Omit contact details: Skipping sections that ask for contact information for the person completing the form, the contact for the trip, or any emergency contacts is a breach of safety protocols.

• Guess at information: If you're unsure about specific details, such as departure times or hotel booking information, confirm these details before filling out the form. Guessing can lead to logistical problems later.

• Include unauthorized passengers: Only official club persons should be listed in the travel itinerary. Including family, friends, or others who are not officially sanctioned to travel with the club can violate policies.

• Forget to list the method of transportation: Every vehicle, flight, or other methods of transportation used must be documented, including details like rental agency information or flight numbers, if applicable.

• Leave out lodging details: Information regarding where the group will stay, including the address, phone number, and number of rooms, is crucial for safety and organization.

• Ignore travel safety recommendations: Failing to recognize and plan according to travel safety recommendations can put everyone at risk and goes against the principle of responsible trip planning.

• Submit the form late: Waiting until after the two-business-day deadline not only disrespects the guidelines set but also may compromise the trip's smooth execution.

By adhering to these dos and don'ts, one ensures the safety, preparation, and compliance of their group, contributing to a successful and organized trip.

• A common misconception is that the Travel Itinerary form is only for sports-related travel. While it's designed for club sports, it also accommodates various travel reasons, including practice, trip, community service, or other purposes not directly related to a game or match.

• Another misconception is that personal vehicle information is optional. In fact, if personal vehicles are used for the trip, the form requires detailed information about each vehicle, including the driver’s name and the names of all occupants, ensuring accountability and safety.

• Some believe that the Travel Itinerary form doesn't cover lodging information. However, the form asks for comprehensive lodging details, such as hotel name, dates of stay, city, state, zip code, phone number, number of rooms, and reservation specifics to ensure accommodations are well-documented.

• It's incorrectly assumed that transportation options are limited on the form. The form actually provides multiple choices for method of transportation, including personal vehicle, walking, Drexel Transportation, train, chartered bus, and airplane, offering flexibility in travel planning.

• Many think the form is only to be filled out once travel plans are finalized. Rather, it must be submitted a minimum of two business days prior to travel, allowing for review and approval, ensuring safety and compliance with club policies.

• There’s a misconception that the form is solely for the use of the traveling party. The truth is, it serves as an essential document for the Club Sports Coordinator and possibly other administrative bodies to monitor travel plans, enforce safety policies, and assist in case of emergencies.

• Lastly, people often miss that completing the Travel Itinerary form entails a commitment to abide by specific travel safety policies and recommendations. This includes carrying a cell phone, restricting non-official club persons from traveling with the club, having a list of emergency contacts, and more, underlining the form’s role in ensuring a safe travel experience.

Completing the Travel Itinerary form correctly is essential for Drexel Club Sport teams planning to travel. The form serves as a crucial document to ensure that all details related to the travel, contests, accommodation, and transportation are systematically recorded and submitted for coordination and safety purposes. Here are key takeaways for filling out the form:

• Submission Timing: The form must be submitted to the Club Sports Coordinator at least two business days prior to the travel date. This requirement allows adequate time for review and the resolution of any potential issues.
• Contact Information: Essential contact details including the name of the person completing the form and the contact for the trip must be clearly provided, ensuring that there are reliable points of contact available at all times during the trip.
• Travel Reason and Itinerary Details: Clearly indicating the reason for travel (e.g., game/match, practice, community service) and providing specific itinerary details such as departure and arrival times, dates, and locations help in organizing logistical support and emergency response if needed.
• Transportation Arrangements: Listing the mode of transportation, including personal vehicles with the names of drivers and occupants, and details about any rental agencies or other transportation methods, is crucial for tracking and safety measures.
• Lodging Information: Details of accommodation including hotel names, stay dates, and confirmation numbers must be specified, assisting in efficient coordination and in cases where participants need to be reached urgently.
• Travel and Safety Policies Acknowledgment: Signatures are required to acknowledge that the club has understood and will abide by travel and safety policies, including having a cell phone on the trip, ensuring all travelers are official club persons, having a list of emergency contacts, a first aid kit, abiding by driver responsibilities, and submitting accident & incident forms promptly.

This clear and accurate completion of the Travel Itinerary form not only facilitates smooth travel arrangements but also enhances the safety and preparedness of the team members throughout the trip. Compliance with these guidelines ensures that all participants can focus on their objectives while minimizing potential logistical and safety issues.