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. |
| International Travel is defined as any student organization travel outside the U.S. |
| 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. |
| International Trip Leader Policies |
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| Trip Leader(s) must have a list of all trip participants 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. |
| Trip Leader(s) must have access to the International Travel Risk Policy and Steps for Safe Travel while traveling. |
Event Registration Process
| 1. Trip Leader must submit an International Travel Form at least 2 months prior to the trip departure date. |
| 2. Trip Leader(s) must meet with the Associate Dean & Director of the SOLE Office at least 1 month prior to the trip departure date. |
| 3. Trip Leader(s) must ensure each trip participant registers via the MIT Travel Registry at least 10 business days prior to the trip departure date. |
| 4. Trip Leader(s) must ensure all trip participants review the International Travel Risk Policy and Steps for Safe Travel prior to trip departure. |
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 10 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. |
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
