Book and Register Your Travel
Our goal is to support the health, safety, and security of Stanford travelers. It is highly encouraged that Stanford travelers use Stanford Travel booking channels when booking flights, hotels, and rental cars for university-sponsored travel. It is required that students, faculty, and staff planning Stanford-sponsored international travel register air and hotel itineraries with the university’s Travel Registry. This registry connects the reservation to International SOS, Stanford’s provider of medical, personal, travel, and security assistance. The requirements of the Travel Registry policy are summarized in the table below. When airfare or hotels are booked outside of Stanford Travel, itineraries must be forwarded to the Travel Registry.
Book Your Travel
Booking through Stanford Travel channels allows Stanford to contact you and offer assistance in the event of a major emergency or changing circumstances related to your travel destination. If you have booked your trip through Stanford Travel (e.g. Egencia, Key Travel, United Corporate Direct, or Student Universe), your itinerary is automatically registered and you do not need to do anything further.
Travelers have the option to book their hotel outside of the Stanford Travel program. Since booking a hotel through Stanford Travel affords safety benefits and administrative efficiencies, Stanford Travel remains the preferred option. Regardless of the mode of booking hotels, travelers must continue to adhere to Stanford’s lodging policy and register the booking.
Travelers are no longer required to reserve a car through the Stanford Travel program, but may continue to choose to do so for administrative efficiencies.
Stanford Travel Registration Summary
|Register travel via the itinerary forwarding service||Book through one of Stanford Travel booking channels|
|Flight, hotel||Required, unless booked through Stanford Travel||Highly encouraged because of automatic registration of itinerary as well as any changes to the itinerary|
Registering Your Travel
If you booked university travel (airfare and lodging) outside of the Stanford Travel booking channels, you must register your trip with the university travel registry prior to departure. (Please note that there are separate instructions if someone is registering airfare or lodging on your behalf.)
To register your airfare and/or lodging, simply forward your itinerary confirmation, exactly as it was received from the airline or booking source, from your Stanford email address to StanfordTravel@itinerary.internationalsos.com. Please avoid sending attachments (PDFs, etc.). You will receive a notification when your itinerary is uploaded successfully.
Please note that this is an automated process and no messages are required in your email to International SOS. For the automated system to process an itinerary, it must include the traveler's name. If there are multiple itineraries (for example, flights and hotel), forward only one at a time.
In the unlikely event that you are unable to upload your itinerary by email, please register your trip directly in MyTrips by clicking “New User? Register Here” at the bottom of the MyTrips page. Beyond flight itineraries, you can manually register hotel, car rental, and train bookings in MyTrips. Enter as much detail regarding your trip as possible (all flight segments, lodging, transportation, etc.) and revise any information as necessary.
Uploading on Behalf of Another Stanford Traveler
If you are registering an itinerary on a traveler's behalf, simply forward the original itinerary confirmation email, exactly as it was received from the airline or booking source, To: the traveler’s Stanford email address and Copy/Cc: StanfordTravel-TO@itinerary.internationalsos.com. Please avoid sending attachments (PDFs, etc.). You will receive a notification when your itinerary is uploaded successfully.
If there are multiple itineraries (e.g., flights and lodging), send only one at a time. Please note that this is an automated process, and no messages are required in your email to International SOS. If the system is unable to process the itinerary, please follow the instructions directly above to register the flight and/or lodging via MyTrips.
Group Trips and Travel Booked by Third Parties
If you are booking travel for groups of 10 or more persons, or if your trip was booked by a third party (i.e. conference organizer or talk sponsor), registering your travel is as easy as forwarding an itinerary confirmation from your Stanford email address to StanfordTravel@itinerary.internationalsos.com. In addition to flight itineraries, you can register hotel, car rental, and train bookings.
If you experience any issues with forwarding an itinerary, please contact Global Risk (email@example.com).
Finding A Place to Live
Regardless of where you’re planning to stay, you should conduct a safety and security assessment of the housing prior to booking. Please use the guide below to help you with this process.