University of Wisconsin - Stout | Groups
 

Student Organization Travel Checklist

The World is Yours to Explore!

One of the best ways to learn and make new memories is to go to new places. However, there are a few forms to complete before you go on your big adventure. We've got an easy checklist below that makes this process easy. Before that, please read the information below to make sure you are ready to plan a travel event.

What is a Travel Event?

A Travel Event is any student organization event that involves traveling together in a shared vehicle outside of the Menomonie City Limits. If all attendees travel individually, (drive their own vehicle without carpooling, walk, etc.) then it is not a travel event.

When Should You Start Planning?

Travel events have unique, inherent risks, and our process is in place to help students understand and reduce these risks. We recommend preparing the process as soon as possible, but at least 4 weeks prior to your trip.

Two students pose together at a roller rink.
 

Travel Event Steps

Follow the steps listed below and begin planning your next travel event

 
Someone types on a computer laptop

1. Create Your Event on CONNECT

This is the first step for any event at UW-Stout. Click here to learn more about uploading your event on CONNECT

You can also learn more about how to plan your event by viewing our event guide. Click here to learn more

2. Complete the Event Registration Form

As soon as you upload your event on CONNECT, you are instantly brought to the Event Registration form. For a travel event, please have the following information ready:

  • Name of the trip coordinator (student officer planning the event), their phone number, and their email
  • Event name and purpose of the trip
  • Destination address and intended travel route/map
  • Proof of Event (agenda of conference, website of destination, etc.)
  • Departure and return dates and times
Students pose together in Halloween costumes during a travel event.

3. Wait for Confirmation

Once the event is approved on CONNECT, the trip coordinator will receive permission to complete the next steps.

If your organization is a sports club, you will receive confirmation from University Recreation.

If you are any other type of organizations, you will receive confirmation from the Involvement Center.

Student Interior Design Organization take a group photo in an Interior Design Firm with their staff.

4. Market your Trip

With your event approved on CONNECT, you are able to official market your event on campus.

The Involvement Center offers various marketing services to bring attention to your event. Click here to see our services.

5. Complete the Correct Forms

The trip coordinator will receive instructions from the Involvement Center or University Recreation. This information will include the forms that need to be completed by each traveler in your event.

Some of the forms may include:

Blue Devil Productions student officers pose with TikTok comedian Youth Pastor Ryan at the National Association of Campus Activities Conference.

6. Wait for Form Approvals

Once all the forms are completed, you'll receive confirmation from the appropriate offices. With that, you are approved to travel.