Overnight Travel Policy

Students planning to travel overnight with, or for, a student organization or BCSG-recognized club must submit one of two forms to the Office of Campus Life:

Overnight Travel Approval Form: This form should be submitted for all overnight trips that cost $150 or more and/or are 250 miles or more from campus.

Overnight Travel Registration Form: This form should be submitted for overnight trips that cost less than $150 and are less than 250 miles from campus.

*You must include the 4 digit travel number that will appear in the upper-right hand corner of the completed form, you will need this travel number for use on all reimbursement forms, receipts, cash advances, and invoices.

The purpose of completing these forms:
  • To have a record of students traveling overnight or for an extended period of time as part of a student organization or BCSG-recognized club activity in the event of an emergency.
  • For Clery Act reporting.
  • To ensure that the activity has adequate funding and other appropriate resources to support the trip.
  • To connect trip leaders with Campus Life staff should they have questions or 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 club or organization’s respective treasurer and/or president of the club or organization sponsoring the trip.

Overnight trips that are not approved by, or registered with, the Office of Campus Life will not be recognized as a Bates College-sponsored event and will 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 overnight trips, activities, and outings. Staff, faculty, coaches, official advisers, etc. may be eligible to participate if they are currently employed at Bates and/or serve in an official advising role recognized by the college.

You must include the 4 digit number that will appear in the upper-right hand corner of all approved and registered trips to reimbursement forms, receipts, cash advances, and invoices.

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, campuslife@bates.edu.