By Air
You may fly somewhere as part of your participation in a Registered Student Organization. If you are flying a regularly scheduled commercial airline, liability is with the airline and you do not have to do anything about insurance. If you are flying in a private plane (it could happen!) the pilot should have at least $2 million in commercial aviation coverage. You may not care about this for yourself, but if you are flying somebody else via private plane you should make absolutely sure the pilot has coverage by asking the pilot for a Certificate of Insurance.
By Public Transportation
Liability would fall with the public transportation provider, so you do not have to do anything about insurance.
Buses, Limos, etc.
Liability would fall with the transportation provider, so you do not have to show coverage for yourself.
Recommended loss prevention: if you are hiring a bus company to provide transportation for many people, it's best to get a Certificate of Insurance from the bus company naming your Registered Student Organization as an additional insured. The Certificate should evidence coverage of at least $200,000 per seat or $5 million total, whichever is larger.
When You Are Driving
Registered Student Organization leaders should confirm in advance that drivers have a valid license for the type of vehicle they are driving. When personal vehicles are used, leaders should also confirm that the vehicle is insured. No one with a DUI or multiple moving violations over the last two years should be allowed to drive on behalf of Registered Student Organizations.
Auto accidents can result from the following risks:
Bad weather (snow, heavy rain, fog, etc.)
Recommended loss prevention: If possible, wait until the worst part of the storm is over before beginning travel. If caught in a storm, pull over or drive slowly. If you know you're going to encounter bad weather, be prepared (i.e. bring chains if heading into snow, check windshield wipers and defroster if heading into rain).
Bad roads
Recommended loss prevention: use extra care when driving in construction zones, around blind turns, or on narrow or unpaved roads.
Mechanical failure
Recommended loss prevention: before leaving on a trip, make sure brakes, tires, lights, mirrors, and defroster are all in good working condition. If any of these do not function, use another vehicle for the trip.
Driver fatigue
Recommended loss prevention: no one should drive more than two hours straight. If there's only one driver per vehicle, the driver should take at least a 15-minute break between each two-hour shift. If there's more than one driver per vehicle, switch after two hours (no break necessary except to make the switch). At night or in bad weather, no one should drive more than 60-90 minutes without taking a break or switching drivers. Rather than drive through the night, stay at a hotel and resume travel first thing in the morning.
Driver inattention
Recommended loss prevention: no one should drive under the influence of medication that causes drowsiness or trouble concentrating. Drivers should pull to the side of the road to use cell phones. Avoid eating or reaching for items that cause you to take your attention off the road.
Driver recklessness
Recommended loss prevention: Do not drink or consume narcotics before driving or while driving. Do not speed beyond normal traffic flow, tailgate, make abrupt lane changes, etc.