Guidelines for International Travel

The following is intended to be used as a check-list for group travel planning and management. List items should be considered but may not be applicable. 

See: Road Accidents Are the Greatest Danger Travelers Face Abroad

Preliminary Planning and Actions

• Trip itinerary has been fully identified.
• Availability of all transportation required (common carriers and chartered) has been verified.
• Emergency alternative carriers and providers have been identified.
• Availability of all required lodging and other planned service providers has been verified.
• American Disabilities Act (ADA) requirements have been met as applicable.
• Lodging and transportation arrangements conform to acceptable safety standards and verified by knowledgeable person(s).
• Contracts (or terms) of carriers and providers have been approved and secured.
• Most recent State Department Consular Information Sheets, Public Announcements and Travel Warnings have been reviewed.
• The need for Emergency Medical Evacuation insurance has been evaluated.
• All necessary visas have been identified and preparations made to obtain them.
• Deviations in final plans from advance brochures and advertisements have been identified.

Informing Participants

Participants have been informed of:

• Complete itinerary and anticipated costs.
• All changes from advance brochures and advertisements.
• Possibilities for and consequences of trip cancellation or interruption.
• Health concerns per CDC information releases.
• Immunizations required and recommended.
• State Department's Consular Information concerning each destination and intended routes:
1. Entry requirements
2. Crime and security
3. State Department's Consular Information concerning each destination and intended routes for: a) Currency regulations; b) Political stability; c) Other significant risks disclosed
• Currency exchange rates (recent).
• General health, safety and security tips.
• Cultural differences and health and safety tips specific to itinerary locations including food and drinking water warnings.
• Names, address and telephone numbers of contact persons in countries on itinerary at Utah State University.
• Address and phone number of U.S. Embassies for countries on itinerary.
• Insurance coverage required or recommended (medical, evacuation, trip interruption, baggage loss, etc.)
• University's limited responsibilities and restricted liability.
• Need for International Drivers License if participant's driving is planned.
• Instructions for what to do if separated from group.

Participant Documentation

The following information has been obtained from each participant as applicable:

• Names of relatives or other persons to contact in case of an emergency.
• Medical Insurance policy number and carrier name and address.
• Signed Release of Liability and Parental Consent forms (if a minor).
• A copy of the Certification of immunizations.
• Copies of all required passports and visas .
• Any medical conditions, allergies, medications, etc. that may need special attention in an emergency and instructions.

Monitoring Travel

The following arrangements are in place:

• 24-hour primary and backup campus contacts for each trip.
• Names and addresses of contact persons for each planned destination on the itinerary .
• Plans for interim communicative contact(s) when the duration of the trip or the itinerary warrants updates.
• Agreement on criteria that may warrant termination of the trip.