Airport Transportation from and back to Campus
If the group is flying out of Richmond International Airport (RIC), transportation from and back to campus is highly recommended but not required. If no group transportation to and/or from RIC is arranged, the instructor must communicate that to their students clearly so that they can make their own arrangements in advance. However, if the group is flying out of an airport other than RIC (i.e. IAD), group transportation from and back to campus must be provided as a part of the travel arrangements.
A couple of companies that have served RMC faculty in the past include Winn Transportation and James River Transportation. To make a reservation, you may reach out to your Faculty Administrative Assistant at the College, who will be able to assist you.
Airline Booking
While faculty members may work with any licensed and insured travel provider they wish, because no funds are available prior to September 15 for J-term, faculty members must work with a provider that will conform to this time frame. For example, Fellowship Travel International will hold seats up to 11 months in advance without requiring payment at the time of booking. Also refer to a list for providers for suggestions as well as Budgeting.
We highly recommend that faculty instructors request for the maximum number of passengers when requesting for a quote. This is to avoid increased rates and “seat shortages” later on. Travel agencies negotiate the best rate at the time of initial quote; however, that rate cannot be guaranteed if the number of passengers must increase later on and the number of available seats is out of their control. Therefore, it should be easier and safer to get a quote for the maximum number of passenger and reduce the number when your student enrollment number is finalized. Please check any deadlines and change fees associated with your contract.
Ground Arrangements
While many of our faculty already have long-established relationships with travel service providers or prefer to make all of their own ground arrangements, we emphasize the importance of working with those providers who can (1) share their strong network, local knowledge and on-site resources (e.g. housing, academic facilities/partners, etc.); (2) help manage logistical details; and (3) increase liability and financial security for our programs. While trying to lower the program cost, they can also offer a lot of flexibility as to what services are included to meet the needs of your particular study/travel course.
On our BuzzNet site, you can find a list of travel agencies and program providers, with whom we have worked more closely over the last several years. They can assist with a variety of requests whether you are travelling to an unfamiliar locale or you would simply like some assistance with travel booking. If you need any assistance, the OIE would be happy to put you in touch with FTI, WorldStrides or another provider in the field, depending on your needs.
