The program leader needs to decide early in the planning process if travel (airfare, ground transportation, transportation at the program site) will or will not be arranged for the program participants and included in the program fee. There are various aspects of the program to consider when making this decision.
If the program will be located in one spot for the entire duration, it may be advisable to allow participants to make their own arrangements for traveling to and from the program site. Participants then have the flexibility to leave early, stay longer, use frequent flyer miles and generally be independent.
If the program will have multiple stops, several different methods of transportation and is short in duration OR if it is important that the group be together at all times, it is advisable to include the travel arrangements in the program fee. Work with your program provider or travel agency to purchase group airline tickets, reserve hotel rooms and book local transportation at reduced rates.
If you’d like your group to have the option of a group flight but do not want to include it in the budget, we recommend that you work with student travel agencies such as Student Universe to make those arrangements.