Events with Travel

Student groups planning an activity or attending an event involving travel outside of the Edmonton or Camrose municipalities (i.e. conference, competition, volunteer work, etc.) are required to follow the Off-Campus Activity and Travel Policy. Travel, especially international travel, is a high-risk activity and requires coordination and review from multiple offices on campus. Thus, student groups travelling out of the city, province, or country should complete the BearsDen event form at least 6 weeks in advance for domestic travel and at least 2 months for international travel, even though all details will not yet be finalized.

To complete a BearsDen form for an activity involving travel, student groups are required to submit the following:

• Primary and Secondary Event Organizers.
• The dates of the event.
• Names and contact information for all travellers.
• Emergency contact information for travellers (the emergency contact of a traveller cannot be another individual who is also travelling with the group). Travellers must leave copies of important travel documents such as their itinerary, passport, visas, insurance or any other pertinent information with their emergency contact.
• A detailed itinerary (Schedule, Activities, Accommodations, Travel, etc.)
• A Risk Assessment Plan and Emergency Action Plan, which can be found in the event submission form. These planning templates are required for high-risk events as they help groups identify and assess risks as well as plan mitigation and emergency response measures. While a minimum of 5 risks is usually expected in a Risk Assessment Plan, travel involves numerous risks, all of which should be identified, assessed and mitigated. *For international travel, each participant will need to complete a Risk Assessment/Management Plan as part of Pre-Departure Training via University of Alberta International. A RAMP can be uploaded instead of the RAP and EAP in the BearsDen Event Submission.
• Waivers and/or Informed Consent Forms signed by all participants. For domestic travel, these forms are created by the Student Affairs Team to be administered by the student group. For most student group events requiring waivers and/or informed consents, the forms can be submitted after the event, however, for travel events, they should be submitted 48 hours before departure. For international travel, each traveller will sign the Education Abroad Waiver as part of the UGo Registry.

For international travel, each traveller must:

• Complete Pre-Departure Training via University of Alberta International, including completing a personal Risk Assessment/Management Plan.
• Register with UAlberta's UGo Off-Campus Travel Registry, including uploading travel medical insurance and signing the Education Abroad Waiver.*UGo registration is also required for domestic travel outside of Alberta.
• Register with the Government of Canada's Registration of Canadians Abroad.

Detailed information and resources for international travel can be found on the University of Alberta International website.

Transportation vs. Travel

Travel is defined as activity occurring outside of the city, province, or country. Typical events involving travel include attendance at conferences or competitions, volunteer trips, or retreats.

Transportation refers to local travel within Edmonton or Camrose - activities involving bus bookings, public transportation, day trips, carpooling, etc.. Events involving transportation may still require additional risk management measures depending on the nature of the event.

More information on events with travel can be found in Event Organizer Training.