Event Planning
Off-campus Trips
All student organizations sponsoring an off-campus group trip should meet with their advisor. The risk for personal injury or liability at an off-campus trip is one Wilson Commons Student Activities strives to minimize. It is the responsibility of student organization executive boards to know the risks and liabilities of a group trip and how best to ensure participation safety. Meet with your WCSA, RCCL, or FSA advisor to go over the different types of trips and the risks and liabilities that each poses.
Trips involving only an organization’s members:
Examples- traveling to competitions or social outings
- Identify a member to be the Event Manager. Event Managers are responsible for maintaining emergency contact information such as UR Security, UR Advisor, hotel information, and drivers contact.
- Event Managers should recommend participants to let their parents/guardians know they might not be available to talk prior to the trip.
- All information related to the trip should be shared with your advisor
- If your trip requires transportation please refer to the Transportation page.
- Use the “Off Campus Event” worksheet
Trips open to the UR community and General Public:
Examples- traveling to Corning Museum of Glass or Apple picking in Victor
- Identify a member of the organizing group to be the Event Manager (for every bus there is a minimum of one Event Manager per bus)
- Event Managers are responsible for holding on to emergency contact information such as UR Security, UR Advisor, hotel/site information, and drivers contact information.
- If your trip requires transportation please refer to the Transportation page.
- Events where transportation is included in the cost of event ticket only ticket holders may board.
- When organizing a trip that is only for the university community, Event Managers have the right to reject general public access to transportation.
- Signs should be made and posted on the bus visible to the outside. The University requires signs on buses that indicate where the bus is going, the group sponsoring the trip, and the times that the bus will be operating.
- Trips that are staying within the greater Rochester area and/or looping do not need group trip waivers.
- Trips that are going outside of the greater Rochester area will need to have participants sign the Group Trip Waiver form. It is the responsibility of the Event Manager to have the University of Rochester approved Group Trip Waiver on hand for the participants to read and sign the release form.
Once everyone is on the bus Event Managers should make an announcement to everyone when they need to return to the bus.
Trips that involve alcohol:
- Refer to the Office of the Dean of Students website
