Event Information and Policies
| Student organization travel includes travel to an off-campus event, where MIT resources, financial or other, may be used to represent a recognized student organization, or the event would otherwise qualify as furthering the purpose of a recognized student organization. |
| Domestic Travel is defined as all student organization travel that is more than 25 miles from the greater Cambridge/Boston area and/or inside of the Route 95 Corridor (within the Boston and surrounding area). |
| Recognized student organizations traveling on behalf of MIT must continue to follow all MIT policies while traveling, including those outlined in the Mind and Hand Book. |
| Failure to register your student organization travel with the SOLE Office may result in loss of privileges and/or travel reimbursements for your student organization. |
| Trip Leader(s) must have a list of all trip participants while traveling. |
| Trip Leader(s) must have a list of all driver names, phone numbers, and car occupants while traveling. |
| Trip Leader(s) must have a general trip itinerary while traveling. |
| Trip Leader(s) must have contact information for the Dean on Call and MIT Police while traveling. |
| Trip Leader(s) must have contact information for authorities local to the trip location while traveling. |
| Events Involving Domestic Travel Policies |
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Event Registration Process
| 1. Trip Leader must submit the Domestic Travel Form at least 10 business days prior to the departure date. |
| 2. Trip Leader must submit a Finalized Roster of Trip Participants (including all MIT students and any non-MIT travelers for whom the organization seeks to process travel reimbursements) and signed Liability Waivers for all trip participants to sole-events@mit.edu at least 5 business days prior to the departure date. |
Car Travel Information
| Driver Requirements |
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| Drivers must have a valid driver’s license and proof of comprehensive automobile insurance. |
| Drivers must comply with all traffic and safety laws. |
| Car Accident Protocol |
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| Contact the Dean on Call and local authorities as needed. |
| Review the MIT Office of Insurance Coverage Policies. |
| Car Rental Process |
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| Trip Leader(s) must schedule a meeting with the Assistant Director of Financial Operations for Student Organizations in the SOLE Office at least 5 business days prior to the trip departure date to rent cars through MIT’s partnership with Budget/Avis in Cambridge for discounted rates. |
| Renting 12-passenger vans and/or moving trucks for student organization travel is prohibited. |
Travel Reimbursement Information
| For information on how to process travel reimbursements, visit the Requests for Payment (RFPs) page on our website. |
Associate Director, Student Organizations & Programming
ghsoares@mit.edu
Assistant Director, Student Organizations & Programming
sofia993@mit.edu
E: sole@mit.edu
P: 617-253-6777
Student Organizations, Leadership & Engagement
77 Massachusetts Ave
Cambridge, MA, 02139
