Travel
If you are planning any travel that is new or unique please make sure you meet with your Advisor.
Trip Planning
1. Before you embark on any trips please make sure you fill out the Hoofer Trip Plan form. This will provide all the necessary information to the Advisors so they can help you better plan for your event.
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This must be done for any overnight trips, but should be done for any new events.
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2. After filling out the Hoofer Trip Plan Form, work with your Club leaders to ensure the trip is posted on RecHub for signups.
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3. Before any trip leaves, all leaders should review and use the Hoofer Pre-Trip Meeting Checklist to ensure a better overall experience for leaders and participants.
Official VS. Unofficial Travel
If your trip uses any of the following Hoofer or OutdoorUW resources your trip will be considered 'Official' and must follow all State and University expectations. This content is also available in flowchart format.
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Club funds
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Rechub registration
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UW or state Vehicles
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Rental vehicles procured with the "Big Ten Contract"
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Club equipment
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Use of "official" club email lists or social media accounts
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Ratings or permissions given
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International Travel
If your trip includes International travel you will need to begin your planning much earlier. Campus highly regulates when and where University representatives can go so please review the following resources to determine the viability of your trip plans.
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State Department Travel Advisory Map
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UW System International Safety and Security resource webpage.
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Registering for Events and Waivers
If an event you are planning to attend requires a waiver OR a contract please reach out to your advisor. There are several details we want to make sure you are aware of before registering.​
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1. Waivers may require you to wave critical protections for yourself. The University cant sign waivers for you.
2. Not all registrations are contracts but if you are registering for an event that has contract language please pass it on to your advisor.
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Language to look for in registrations that require your advisors attention:
1. Any indemnification clause
2. 'Hold Harmless' language
3. A legal jurisdiction is outlined that isn't the state of Wisconsin
4. If insurance documentation is required
5. If you are using state-owned equipment in the event
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The earlier you can show your advisor a registration the better. UW Legal may need to make some adjustments to the registration to protect you and the University. When in doubt, ASK
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