Instructor-Led Programs

• Is the program unique?
• Are courses applicable to a variety of majors?
• Do courses fulfill Stout Core requirements?
• Is the program cross-disciplinary?
• Is the destination country/region of interest to UW-Stout students?
• Are there any factors that would prevent the program from occurring (political instability, war, disease, terrorist activity, etc.)?
• Are there any U.S. Department of State Travel Advisories for the destination?
• Is the program affordable? (Consider travel, room and board costs, etc.)

• Airfare (if flying to the destination or other mode of transportation to the destination being used)
• Additional transportation in-country (airport shuttles, local subways/buses/trams, etc.)
• Additional cultural events & activities (museums, performances, tours, etc.)
• Group meals (OIE will assist with per diem amounts)
• Workshops and/or speakers (also inquire if there are space limitations on the number of participants)
• Visa (if needed)
• The amount students will need to plan for out-of-pocket for personal expenses and additional meals not included in the program (i.e. travel days, etc.)
• Any other program-specific costs (i.e. course materials, final project costs, etc.)

• Airfare (if flying to the destination or other mode of transportation to the destination being used)
• Transportation in-country (airport shuttles, local subways/buses/trams, coach buses, etc.). If your program is moving around to different cities, research the mode of transportation you will need to get from Point A to Point B along with the cost for the travel.
  • Note: If renting a coach bus, a Certificate of Insurance that includes collision and liability insurance coverage will need to be submitted. The OIE will submit the proof of insurance to UW-Stout’s Risk & Safety Office and the Procurement Office for review and approval.
• Cultural events & activities (museums, performances, tours, etc.)
• Group meals (OIE will assist with per diem amounts)
• Workshops and/or speakers (also inquire if there are space limitations on the number of participants)
• Visa (if needed)
• The amount students will need to plan for out-of-pocket for personal expenses and additional meals not included in the program (i.e. travel days, etc.)
• Any other program-specific costs (i.e. course materials, final project costs, etc.)

• 1. Request Fox World Travel to complete the bid process. There is a $100 FWT sourcing fee for hotel requests and a $100 FWT sourcing fee for ground transportation requests that will be applied to the program budget. This request can only be made after students are accepted to the program since a fee is applied. However, you will still need to estimate the cost for the hotel and transportation for the budget.
  2. The instructor may complete the bid process themselves and submit the information to the OIE which will request approval from the Procurement Office using the Simplified Bidding Record. This will need to be completed during the program development phase to obtain an estimate as well as receive approval from the Procurement Office or address any questions. OIE will need the following information for the Simplified Bidding Record:
• Supplier name
• Supplier contact person
• Supplier email address
• Supplier phone number
• Contact date
• Reply date
• Method of bid: email, phone, fax, etc.
• Unit price and grand total

• A UW System Preferred Hotel may be used which would exempt the instructor from completing the three-bid process. The preferred hotel list may be found here (listed hotels are only in Wisconsin, Minnesota, and Illinois).
• If instructors are using a conference hotel, they will be exempt from completing the three-bid process.
• If the hotel is not on the preferred list and is not a conference hotel, then the three-bid process will need to be completed if following the process outlined in #2 above.