Planning a Trip

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:

1. Are you interested in attending competition?

• Yes, Maybe, no

1. 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?

Travel Eligibility

Members are eligible to attend a trip if they meet all of the following criteria:

1. They have paid their dues
2. Contribute meaningfully to the team, in the opinion of the Project Manager or President

Associate Members are eligible to attend if they meet all of the above conditions and subject to the below stipulations:

1. RoboJackets will not purchase plane tickets on behelf of associate members, in order to comply with SGA JFC Policy prohibiting funding any travel expense for a non-student from the Student Activity Fee

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.

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

Rental Cars

Gas Money

Flights

Ground Transportation

See Rental Cars Trains (Europe/Asia)