Student Project Team Travel Itinerary
(One itinerary must be submitted for every trip)
Project Team Name: Click here to enter team name.
Acting “Advisor” if actual Advisor cannot attend: Click here to enter text.
Purpose of Trip: Click here to enter text.
Depart for (destination): Click here to enter destination, on: Enter date, and return on: Enter date.
Event/Competition Website: Click here to enter event/competition URL.
Please read this form carefully and fill it in as completely as possible. This information is a great help to me in planning your trip and constitutes the final itinerary that goes to Risk Management for approval.
Hold Harmless Agreements must be submitted for every student attending the trip (see pg 6)
1.) Mode of Transportation (Check all that apply):
☐ Rental Car: ☐ Cornell Fleet Vehicle ☐ Outside Rental (Enterprise etc.)
ALL car rental reservations must be placed by Emily (eft24). Please fill in rental information below.
Purpose of rental (s): ☐ Ground transportation at/near event site ☐ Transportation to and from event
☐ Other (please explain): ______
Rental pick up date: Date. Time: Time. am/pm Drop off date: Date. Time: Time. am/pm
Number of vehicles of each type needed: Click here Notes: Click here to enter text.
Vehicle size: ☐ Compact ☐ Full Size ☐ Minivan ☐ SUV ☐ Pickup Truck
*Drivers of outside rentals (not Fleet rentals) MUST be at least 21 and preferably an advisor or Grad student (other options will be considered on a case by case basis).
**No person, other than those designated as drivers on the rental contract(s), may drive that rental car!
***Non-students may NOT ride in or drive a rental or a Fleet vehicle!
List drivers and passengers on next page.
List the names of drivers and all passengers (add or remove cars as needed):
· Driver, Car 1: Click here to enter text. Secondary Driver, Car 1: Click here to enter text.
List Passengers: Click here to enter text.
· Driver, Car 2: Click here to enter text. Secondary Driver, Car 2: Click here to enter text.
List Passengers: Click here to enter text.
· Driver, Car 3: Click here to enter text. Secondary Driver, Car 3: Click here to enter text.
List Passengers: Click here to enter text.
· Driver, Car 4: Click here to enter text. Secondary Driver, Car 4: Click here to enter text.
List Passengers: Click here to enter text.
· Driver, Car 5: Click here to enter text. Secondary Driver, Car 5: Click here to enter text.
List Passengers: Click here to enter text.
Further details/notes: Click here to enter text.
Confirmation Number(s):
Quoted Cost:
Rental company phone #:
Method of payment for rental vehicles:
☐ Reimbursement to team member
Name of student receiving reimbursement for rental: Click here to enter text.
Name of student receiving reimbursement for rental: Click here to enter text.
Name of student receiving reimbursement for rental: Click here to enter text.
☐ Travel Advance to designated team member(s)
Name of student receiving advance for vehicle: Click here to enter text.
Name of student receiving advance for vehicle: Click here to enter text.
Name of student receiving advance for vehicle: Click here to enter text.
☐ Direct bill (Fleet vehicles only)
☐ Other mode of ground transportation:
Please describe in detail, including dates of departure/arrival, all students involved, etc.:
Click here to enter text.
Other details/notes regarding ground transportation: Click here to enter text.
☐ Flights
Make an appointment with Emily (eft24) in 106 Rhodes to make flight reservations.
Bring COMPLETE AND CONFIRMED PASSENGER INFORMATION AND FLIGHT DATES. You will be asked to stay while the flight reservations are made):
Names of team members requiring airline tickets (the name you submit on this form MUST MATCH the name as displayed on each student’s photo ID. Birth dates MUST be correct; please DOUBLE CHECK this info.):
Name, exactly as it appears on the ID you’ll use to check in / Date of Birth (MM/DD/YYYY)*Add more sheets of paper as needed
Other details/notes on team member flights: Click here to enter text.
2.) Lodging Information:
☐ Hotel:
Name of team member under which to place reservation: Click here to enter text.
Hotel Name: Click here to enter text. Street Address: Click here to enter text.
Phone Number: Click here to enter text. Fax Number: Click here to enter text.
Check in date: Date. Check out date: Date. # of rooms needed: Click here to enter text.
Types of rooms requested (e.g. non-smoking, 2 double beds, etc.): Click here to enter text.
Room block (group of rooms reserved by the organization) or special rate? ☐ Yes ☐ No
If yes, please provide the name of the room block or code: Click here to enter text.
List all team members by room (ex. Room 1: student A, B, C, D. Room 2: student E, F, G, H etc.):
List team members here.
List team members here.
List team members here.
List team members here.
List team members here.
List team members here.
List team members here.
List team members here.
Further details: Click here to enter text.
MAE OFFICE USE ONLY
Confirmation Number(s):
Projected Charges:
☐ Staying with friend/Alumni:
Name of host: Click here to enter text. Address: Click here to enter text.
Host Phone number: Click here to enter text. Arrival date: Date. Return date: Date.
Further details: Click here to enter text.
3.) Transportation of Equipment:
☐ Penske or other Truck/Van Rental (do not order trucks/vans yourself; please give details to Emily to ensure that the rental is properly booked, insured, and paid for):
Dates Needed: Date. To: Date. Size needed: Click here to enter text.
Any other needs (hydraulic lift gate, etc.): Click here to enter text.
Pick-up Time: Click here to enter text. Return Drop-off Time: Click here to enter text.
Driver(s) of Truck: Click here to enter text.
Other details/notes: Click here to enter text.
☐ Shipped by mail (teams should make these arrangements themselves)
☐ Other shipping method
Further Details: Click here to enter text.
☐ Not shipping any equipment
Further details: Click here to enter text.
4.) Food Arrangements:
☐ Team members providing their own food
☐ Team will provide food for members on the trip
Method of payment:
☐ Reimbursement to one or two designated team members
☐ Travel Advance to designated team member(s)
Name of student receiving advance for food: Click here to enter text.
Name of student receiving advance for food: Click here to enter text.
List all travelers on next page
List the names of everyone going on this trip, including Faculty and Staff (please add or remove rows as needed)
Hold Harmless Agreements must be submitted for every student on this list. Forms must be COMPLETE (look for all fields requiring content), signed, and witnessed in original hard copy or they cannot be accepted!!
# / Name / Net ID / Cell Phone # / Cornell Affiliation (student, faculty, staff, employee, volunteer) / Driver?Y/N / Driver History Questionnaire on File? / Hold Harmless Agreement Completed?
# / Name / Net ID / Cell Phone # / Cornell Affiliation (student, faculty, staff, employee, volunteer) / Driver?
Y/N / Driver History Questionnaire on File? / Hold Harmless Agreement Completed?
All receipts and documentation from this trip must be turned in to me within 30 days of your return.
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