If your Club/Society is planning to travel off campus you must fill in an Offsite Travel Form with at least two working days' notice before you are due to depart. So if you leave on a Friday evening or over the weekend, you must submit your Offsite Travel Form by Thursday morning at the latest. There is a specific process in place for Mystery Tours which requires a specialised form, a Risk Assessment and one week's notice.
The Offsite Travel Form only takes a few minutes to fill out and will be checked off by the Clubs and Societies team. You may be asked for a risk assessment, if appropriate.
Remember that you need to read through the information on Selective Travel in advance if you are booking any transport or accommodation for your trip.
Offsite Travel Form
You must complete an Offsite Travel Form if you are travelling as a QUBSU Club or Society to an off-site event or going on a trip.
You must complete and submit the Off-Site Travel Form online with at least one working day's notice before you are due to depart.
Don’t forget to:
Complete the form in full
Include the name and emergency contact number for each person attending the trip.
Include the name and emergency contact number for the lead contacts, both on the trip and not.
Don’t forget, lead committee members must get in touch with the Clubs & Societies team following all offsite trips to confirm the outcome of the event or activity.