Difference between revisions of "Planning a Trip"
m (Rstrat6 moved page Travel Policy to Planning a Trip without leaving a redirect: As the page got written, the original purpose was lost) |
(Move policy, fix links) |
||
| Line 3: | Line 3: | ||
==Before you Book== | ==Before you Book== | ||
===Budgeting for Travel=== | ===Budgeting for Travel=== | ||
| − | All trips, including an accurate account of all expected expenses, shall be included on the project budget in each [[ | + | All trips, including an accurate account of all expected expenses, shall be included on the project budget in each [[Proposals|annual proposal]]. This budget might include, but is not necessarily limited to, line items for the following expenses: |
* Competition Registration | * Competition Registration | ||
* Primary Transportation (I.e. A flight or long drive) | * Primary Transportation (I.e. A flight or long drive) | ||
| Line 31: | Line 31: | ||
* How long have you been at GT? | * How long have you been at GT? | ||
* How many times have you been to competition before? | * How many times have you been to competition before? | ||
| − | |||
| − | |||
| − | |||
| − | |||
| − | |||
| − | |||
| − | |||
| − | |||
===Picking Who Will Attend=== | ===Picking Who Will Attend=== | ||
The final decision as to who will attend a competition is left to the Project Manager. The final number attending competition should be based on the expected attendance from the proposal, adjusted in response to any significant changes in prices. | The final decision as to who will attend a competition is left to the Project Manager. The final number attending competition should be based on the expected attendance from the proposal, adjusted in response to any significant changes in prices. | ||
| − | When selecting a group, it is important to bring as diverse a group as possible. Ideally, it will include members from all disciplines (Software, Electrical, Mechanical) and it will include members from all age groups, including 1st year members. Competition is regularly cited by older members as the moment when RoboJackets became their passion, so it can be a good way to prepare new members. | + | When selecting a group, it is important to bring as diverse a group as possible. Ideally, it will include members from all disciplines (Software, Electrical, Mechanical) and it will include members from all age groups, including 1st year members. Competition is regularly cited by older members as the moment when RoboJackets became their passion, so it can be a good way to prepare new members. Finally, all team members must be eligible per the [[Travel Policy#Travel Eligibility| RoboJackets Travel policy]] |
Additionally, priority should be given to current and future team leadership (if known). | Additionally, priority should be given to current and future team leadership (if known). | ||
Revision as of 14:01, 25 May 2017
A core component of RoboJackets is travel to events and competition. This article targeted at Project Managers to assist them in understanding the steps and policy around planning a trip.
Before you Book
Budgeting for Travel
All trips, including an accurate account of all expected expenses, shall be included on the project budget in each annual proposal. This budget might include, but is not necessarily limited to, line items for the following expenses:
- Competition Registration
- Primary Transportation (I.e. A flight or long drive)
- Secondary Transportation (I.e. Rental car or train after a flight)
- Gas
- Baggage Fees for bags containing RoboJackets property (If flying)
- Customs / Duty Fees (I.e. An ATA Carnet)
- Lodging
- Trip contribution from members (represent as a negative amount)
You should not budget for any of the following:
- Meals or Snacks
- Baggage fees for personal luggage (Unless personal luggage allowances were displaced by RoboJackets bags)
TODO: Add How to budget for these line items
Gathering Interest
As early as feasible, PMs should solicit interest in attending competition from members. The form should contain critical information on the trip (including dates) and at least the following questions:
- Are you interested in attending competition?
- Yes, Maybe, no
- Are you available to attend competition?
- Definitely, Probably, Probably not, No
It is frequently wise to ask additional questions to help select attendees. Examples of additional questions include:
- What subteam are you on?
- How many years have you been in RoboJackets?
- How long have you been at GT?
- How many times have you been to competition before?
Picking Who Will Attend
The final decision as to who will attend a competition is left to the Project Manager. The final number attending competition should be based on the expected attendance from the proposal, adjusted in response to any significant changes in prices.
When selecting a group, it is important to bring as diverse a group as possible. Ideally, it will include members from all disciplines (Software, Electrical, Mechanical) and it will include members from all age groups, including 1st year members. Competition is regularly cited by older members as the moment when RoboJackets became their passion, so it can be a good way to prepare new members. Finally, all team members must be eligible per the RoboJackets Travel policy
Additionally, priority should be given to current and future team leadership (if known).
Once the list is chosen, personally invite each member. Avoid sending out a list or reading names at a meeting. Be prepared to contact alternates as necessary.
At this point, collect all necessary information from the travelers. Depending on the nature of the trip, the information may vary. Additionally, depending on your mode of transportation or competition registration system, it may not be possible to change the travelers after the date of commitment. Provide information on the cost of a given trip prior to this point in the process.
Common Questions
- How do I know if we should fly or drive?
- First, you can look to previous year for precedent. Second, consider if the cargo can all be carried on an airplane (Consider size and chemical composition). Finally, if Flying and Driving Remain an option, drive for trips under 650 miles and fly for trips over 650 miles. This is a loose guideline, and depending on flight and fuel costs, you can decide to justify either decision.
- When do we book a rental car vs using a personal vehicle?
- For out of state trips, it is preferable to use rental cars to reduce risk or burden on an individual member. For in-state trips, generally advisable to use personal vehicles to reduce the workload of leadership.
Making Reservations
Institute Vehicles
Rental Cars
Gas Money
Flights
Ground Transportation
See Rental Cars Trains (Europe/Asia)
