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College of Agriculture > Office of International Agriculture > Organizer Guidelines

Study Tour Organizer Guidelines

The following list is intended to provide a basic set of considerations and procedural steps to anticipate for faculty considering undertaking a Study Tour.

  1. Announce the trip 6 months in advance with clear descriptions of the tentative itinerary, places to be visited, and a good-faith estimate of the trip cost.
  2. Planning materials should include a spreadsheet with tentative budget and the business model for the trip.
  3. Timing of trip should consider AU calendar, weather in target locations, cycle of institutions and life. For example, July is a good month for Europe, where August is a vacation month for the people there and many people and organizations are not available or limited in access.
  4. Programs for academic credit for undergraduates should be organized in collaboration with Auburn Abroad in the Office of International Education.
  5. Commitment deposits should be 3 months in advance. Achieving a break-even level of participation should be determined at this time for everyone’s planning and financial sake.
  6. IMPORTANT: Complete two College of Agriculture forms, one that describes the Faculty Led Study Tour and the other that provides emergency contact information.
  7. It is imperative to work with a travel agent.Vivian Good at Fairwinds Travel in Montgomery has been a reliable provider for College of Ag travel programs.
  8. Individuals write checks to AU and the College of Ag pays the travel agent and other group expenses.
  9. Following AU travel rules, a Request for Authority for Travel must be filed at least a month in advance. For a tour, use a group RAT; list all participants on one form.  AU purchases MEDEX (part of trip cost).
  10. Provide passport (guidance) and visa support (obtain for participants) through the tour organizer at AU.
  11. Study Tour leaders’ expenses should be built into the budget for the overall trip.
  12. Tours must have an expediter for China (travel agent in Houston).
  13. Passports can be obtained or renewed through County Circuit Office. The post office or the Department of State Web site provides forms.
  14. Tour group starting rendezvous can be at ATL, at AU, or other locations depending on organizer preferences. Participants in longer tours may prefer to take Express 85 from Auburn rather than pay to park a vehicle.
  15. Anticipate and inform participants of fees and tickets to be purchased on-site  to the full extent possible.
  16. Local sponsored travel agents are often most cost-effective in obtaining access, procuring transport, and obtaining group admission prices. It sometimes is useful to contact a relevant government agency and ask for a referral.
  17. Participants should be in generally good health or consult a physician. Application process should ask participants to report any health condition that might reduce their capacity to participate in the tour.
  18. Government Travel Warnings and Public Announcements should be heeded.  RATs may need covering memos to respond to risks identified in a State Department Travel Warning if one is issued for the destination locales.

Contact the OIA Coordinator for further guidance.