Travel Policies, Forms and FAQs

This form must be completed and signed by the student trip planner and signed by Campus Life staff member in advance of any overnight trip that an official Bates club or organization wishes to participate in.

The purpose of completing the travel approval form:
  • Have a record of students traveling overnight or for an extended period of time as an officially recognized club/organization activity in the event of an emergency.
  • For Clery reporting
  • To ensure that the activity has adequate funding and other resources to support the trip
  • To connect trip leaders with Campus Life staff should they have questions of concerns about the trip

Approval from the Office of Campus Life does not constitute the level of risk that is associated with trips. Assessment of risk for each trip remains the sole responsibility of the trip leaders. Student Trip leaders are responsible for vetting proposed trips with the clubs’s respective treasurer and/or president of the club or organization sponsoring the trip.

Overnight trips that are not approved by the Office of Campus Life will not be recognized as a Bates College sponsored event and will therefore, not be the responsibility of Bates financially or otherwise. This includes:

  • Reimbursements
  • Cash advances
  • Charging event and travel expenses to the College/student club budget

Only currently enrolled students are eligible to participate in Bates sponsored/supported trips, activities, and outings. Staff, faculty, coaches, and official advisers may be eligible to participate if they are currently employed at Bates or serve in an official advising role recognized by the College.

Student Trip leaders are responsible for vetting proposed trips with the respective president or advisor to their club or organization.

How Trip Approval Works and Travel Forms

Travel FAQs

Need Additional Help?


If you have any comments, questions or concerns, please contact the Office of Campus Life at 207-786-6305 or via email,