Register a Group

Group Travel Registration Worksheet

To register a group of Harvard-sponsored travelers (at least two or more people) with International SOS, you'll need to use the Group Travel Registration Worksheet.

Common users of the worksheet are program administrators registering a group of faculty on alumni travel trips, and students on a study abroad trip, class-related trip, or athletic team trip.

How To Register A Group

Follow the steps below, and submit the worksheet to us at least one week prior to departure.

1. Download and complete the worksheet

Download the Group Travel Registration Worksheet and complete it according to the instructions below for formatting, predefined fields, and required fields.

Bookmark this page to download the Group Travel Registration Worksheet each time you need to use it. We update and repost the worksheet as needed to mirror updates made to International SOS MyTrips.

To avoid processing delays, do not modify the top two rows in the spreadsheet, change column names, change the order of columns, or copy/paste over cells with pre-defined drop-down menus.

  • Enter your travelers’ data beginning in row 3.
  • Use a single row for each traveler.
  • Harvard ID field has an 8-character limit. Do not enter any dashes or additional numbers beyond the 8 digits of the traveler’s Harvard ID.
  • Enter date fields as mm/dd/yyyy (example: 03/06/2023).

The following fields contain predefined drop-down menus to ensure consistency and accuracy across travel itineraries; do not copy/paste your data over them:

  • Home Country
  • Harvard School/Unit
  • Harvard Status
  • Purpose of Travel
  • Destination Country
  • Emergency Contact Relationship

If travelers’ information is likely to change, enter the data you have now into the worksheet. The following fields are required:

  • Harvard ID
  • First Name
  • Last Name
  • Home Country
  • Phone Number
  • Email Address
  • School/Unit Name
  • Harvard Status
  • Destination Country
  • Travel Start Date
  • Travel End Date

2. Save and submit your completed worksheet

Submit your worksheet via our secure webform (log in with your HarvardKey).

3. We'll upload the information into International SOS

Once we upload the data, International SOS will send each traveler an email confirmation.

If they have a Harvard email address, they can log in to MyTrips to create a profile (if they haven't already) and verify and add to their trip information.

If they don't have a Harvard email address, send us any changes to their itinerary, and we'll update it.

Membership Cards

Download an International SOS membership card (PDF) to share with your travelers, or contact our office to request laminated cards.

Get International SOS Cards

Embassy Registration

After registering with International SOS, travelers are strongly encouraged to register with the embassy of their country of citizenship.

US Citizens: Smart Traveler Enrollment Program (STEP)

Non-US citizens: list of embassies and consulates in the US